Job Title: Meetings and Events Project Director

Brand: Emota

Location: Philadelphia or based in central or eastern time zones within the US (hybrid)

Reporting to: Director of Meetings and Events

Direct reports: Project Managers and Senior Project Managers

A bit about the role …

As a dynamic and strategic-minded Project Director specialising in Meetings and Events, you will help build excellence in delivery for our global projects with our renowned clients.

As a true champion for the highest levels of project management, best practice, and process compliance, you will lead team members to provide first-class solutions.

Working with the Director of Meetings and Events, you will develop positive client relationships using your industry knowledge to develop our market leading capabilities.

This role, which includes national and international travel, will involve client stakeholder, supplier, team and financial management at all stages.

We offer a comprehensive benefits package to you including volunteer days, enhanced annual leave with an option to buy/sell, 40k, life and health insurance and many other benefits.

You will…

Project Management:

· Lead the meetings and events delivery teams to ensure quality of delivery and financial health of associated projects

· Be operational on high-profile client projects

· Fulfil the role of Project Lead for the service line for multi disciplined projects

Budget Management:

· Support the Director of Meetings and Events with forecasting and financial analysis for assigned accounts

· Review and analyse financial tools to ensure health of all projects

· Be a subject matter expert on company financial tools

· Responsible for the preparation and maintenance of budgets, throughout the lifecycle on designated projects

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

· Identify and report cost avoidance / saving measures

· Ensure compliance with company and client invoicing processes

· Oversee accurate final reconciliation of events within agreed timelines

Client Liaison and Account Development:

· Meet and communicate with clients to maintain 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 complete client planning meetings both F2F and virtual

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

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

· Collaborate with Director of Meetings and Events and other team members, ensure client SOPs are maintained and team members are trained

Staff Development and Management:

· Organise, plan, and prioritise staff and resources to meet goals and deadlines

· Conduct regular 1:1s with team members to ensure they have the support needed to fulfil their roles

· Lead on recruitment of Project Managers, Project Executives and input to their mentoring and development

· Motivate and coach your direct line reports

General:

· Be an ambassador for the agency

· Attend and contribute positively at team meetings and lead calls

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

· Work towards client and company-driven service level agreements (SLAs) for all events

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

· Champion progress to enhance our industry knowledge and develop our market leading capabilities

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

· Comply with all client and company privacy and security protocols.

· 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

What do you need to have…

· Previous experience (7+ years) of managing and delivering meetings and events in a corporate setting in global destinations

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

· Event project management and resource management 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)

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

· Experience working with Pharmaceutical/Healthcare clients

· Previous event agency experience

A bit about us….

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.

Job Title: Meetings and Events Project Manager

Brand: Emota

Location: USA: Philadelphia (central or eastern time zones)

Reporting to: Project Director

Direct report(s): None

A bit about the role …

Reporting into a Project Director you will manage global meetings, events and congress participation for our pharmaceutical clients. You will ensure each event is profitable, compliant and meets clients and team's expectations. You will be responsible for all logistical elements and budget management and be supported by a Project Executive who will manage the attendee participation.

This role, which includes national and international travel, will involve client partner, supplier and financial management at all stages of the delivery - pre, on-site and post event.

We offer a comprehensive benefits package to you including volunteer days, enhanced annual leave with an option to buy/sell, 401k and many other benefits.

What will you be do …

Project Management:

· Manage all venues and associated logistical arrangements including congress attendance and business center, dinners and break-outs and housing blocks and attrition

· Manage congress sponsorship activity on behalf of your client including approval process, liaison with client contracting team and booth providers

· Manage and co-ordinate client requirements with all 3rd party suppliers/internal service providers

· Produce, manage and circulate important communications e.g. weekly status reports to all main meeting partners

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

· Manage post event metric reporting

Client Liaison and Development:

· Deliver first class customer service following clients goals

· Plan, attend and implement client planning meetings – face-to-face, hybrid and virtual including debriefs

Financial Management:

· Responsible for the preparation and maintenance of budgets, throughout the lifecycle of each event including approving invoices

· 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

· Track cost avoidance / saving measures

· Ensure compliance with company and client invoicing processes

· Responsible for the preparation and maintenance of congress cross charge budgets, throughout the lifecycle of each event

General:

· To work with appropriate support departments to ensure the delivery of client measurables

· Assist new starters by taking on the role of 'Buddy'

· Apply our mission, vision and values

· Comply with all company and client procedures

· Maintain good long-term relationships with hotels, venues and suppliers, to ensure the best value for money for your clients

· Be an ambassador for the agency

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

What do you need to have …

· Organizer with a minimum of 4 years event management delivery of corporate events

· Experience managing event budgets from initial budget, through revisions and reconciliation

· Client liaison skills

· Team motivator and professional team member

· A focus on accuracy, detail, consistency and dedicated to customer service

· Intermediate level Excel (can maintain complex spreadsheets)

· The ability and desire to travel on-site internationally

A bit about us ….

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

Inizio Engage XD is 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 behavioral science. We engage internal and external audiences through the delivery of live and virtual experiences, film, digital, and immersive content.