Meetings and Events Senior Project Manager

· Lead the project from a client, internal team and external partner perspective

· Lead small to medium sized projects that involve several Emota/XD service lines, being the main contact for the client and ensuring a seamless delivery

· Ensure that the highest standards of event planning and delivery are maintained through the leadership of Project Executives

· Oversee the building of apps and content

· Manage post event metric reporting

· Manage all hotels and venues and associated logistical arrangements.

· Co-ordinate client requirements with all 3rd party suppliers, promoting relationships

· Manage communications e.g. weekly status reports to all internal and external partners

· Travel on-site to conduct site inspections including planning meetings with all suppliers and for delivery of the event

· Attend on-site at Meetings and Events held both nationally and internationally

· Ensure delivery of all events following regulatory and client-defined compliance guidelines

· Conduct meetings and communicate with clients to develop relationships

· Identify new opportunities and leads for our business development to share with Client Engagement Director

· Help present event proposals to clients

· Plan, attend and accomplish client planning meetings both F2F and virtual

· Manage preparation of supportive meeting planning materials for client planning meetings

· Ensure your client is up to date with all aspects of meeting planning arrangements throughout the course of the programme

· Lead relevant aspects of client debrief post event

· Be a subject matter expert for client account to guide and support colleagues across the account

· Lead the end-to-end event budget within the company financial tools

· Manage the preparation and maintenance of budgets, throughout the lifecycle of each event

· Approve all client invoices before dispatch

· Ensure financial tracking of each event and conduct regular 'health checks' to ensure positive cash flow

· Accomplish scope management – to identify and charge clients for out-of-scope activities

· Identify and measure cost avoidance / saving measures

· Ensure compliance with company and client invoicing and financial processes

· Ensure time is logged for the project

· Work with Project Director to prioritise staff and resources to meet goals and deadlines

· Assist Project Director with recruitment of Project Managers, Project Executives and provide input to their mentoring and development

· Conduct scheduled 1:1s with direct reports to ensure they are supported and that client deliverables are met

· Be an ambassador for the agency

· Attend and contribute at team meetings

· Collaborate with other departments to ensure the delivery of client goals

· Work towards client and our service level agreements (SLAs) for all events

· Understand, apply, and promote our mission, vision, and values

· Comply with all company and client procedures, including those relating to Health & Safety, privacy and security

· Display an understanding of compliance, including ABPI and PhRMA guidelines, when working with healthcare clients

· Comply with all client and company privacy and security protocol

· Apply a knowledge of our range of services

· To be mindful of environmental sustainability in all aspects of your role and incorporate this mindset in your approach

· Previous experience (5+ years) of managing and delivering meetings and events in a corporate setting (ideally internationally)

· Experience managing event budgets from creation through to revisions and reconciliation

· Meeting and event project management and resource skills

· A customer-centric approach to event delivery

· Previous experience leading teams to success

· Proficiency in a range of event management software, project management tools and Microsoft 365 suite (including Excel and ability to maintain complex spreadsheets)

· The flexibility and desire to travel both nationally and internationally and manage busy event schedules on-site

· Experience working with Pharmaceutical/Healthcare clients is preferable

Emota is an award-winning global events agency that creates and delivers engaging, impactful experiences.

Part of Inizio Engage XD, we are an unusually shaped communications group that creates experiences that inspire lasting change. We partner with clients to provide employee engagement, learning and training solutions, scientific engagement and capability building, all underpinned by applied behavioural science. We engage internal and external audiences through the delivery of live and virtual experiences, film, digital, and immersive content.