Meetings and Events Senior Project Manager (12 month contract)
Ashby-de-la-Zouch, United Kingdom
Job Title: Senior Project Manager (12 month maternity leave contract)
Brand: Emota
Location: Ashby-de-la-Zouch or London or Manchester, hybrid
Reporting to: Project Director
Direct reports: Project Executives and Senior Project Executives
A bit about the role …
As an experienced Senior Project Manager specialising in Meetings and Events, you will play an important role in the planning of global projects for our renowned clients. You will use your project management skills to achieve all logistical elements and associated budgets of our projects, whilst mentoring our Project Executives to follow the same. This role, which includes national and international travel, will involve client, partner, supplier, team, and financial management at all stages of the delivery - pre, on-site and post event.
We offer you a comprehensive benefits package including volunteer days and enhanced annual leave.
You will…
1. Lead the project from a client, internal team and external partner perspective
2. Ensure that the highest standards of event planning and delivery are maintained through the leadership of Project Executives
3. Manage post event metric reporting
4. Manage all hotels and venues and associated logistical arrangements.
5. Coordinate client requirements with all 3rd party suppliers, promoting relationships
6. Produce, manage, and circulate communications e.g. weekly status reports to all internal and external partners
7. Attend on-site at Meetings and Events held both nationally and internationally
8. Ensure delivery of all events following regulatory and client-defined compliance guidelines
9. Conduct meetings and communicate with clients to develop relationships
10. Identify new opportunities and leads for our business development to share with Client Engagement Director
11. Help present event proposals to clients
12. Manage preparation of supportive meeting planning materials for client planning meetings
13. Lead relevant aspects of client debrief post event
14. Act as subject matter expert for client account to guide and support colleagues across the account
15. Lead the end-to-end event budget within the company financial tools
16. Manage the preparation and maintenance of budgets, throughout the lifecycle of each event
17. Approve all client invoices before dispatch
18. Ensure financial tracking of each event and conduct regular ‘health checks’ to ensure positive cash flow
19. Accomplish scope management – to identify and charge clients for out-of-scope activities
20. Identify and measure cost avoidance / saving measures
21. Ensure compliance with company and client invoicing and financial processes
22. Ensure time is logged for the project
23. Ensure spend is tracked and files are audit-ready from a compliance and financial perspective
24. Submit accurate final reconciliation of events within agreed timelines
25. Work with Project Director to prioritise staff and resources to meet goals and deadlines
26. Assist Project Director with recruitment of Project Managers, Project Executives and provide input to their mentoring and development
27. Conduct scheduled 1:1s with direct reports to ensure they are supported and that client deliverables are met
28. Be an ambassador for the agency
29. Attend and contribute at team meetings
30. Collaborate with other departments to ensure the delivery of client goals
31. Work towards client and our service level agreements (SLAs) for all events
32. Understand, apply, and promote our mission, vision, and values
33. Comply with all company and client procedures, including those relating to Health & Safety
34. Display an understanding of compliance, including ABPI and PhRMA guidelines, when working with healthcare clients
35. Comply with all client and company privacy and security protocol
36. Apply a knowledge of our range of services
What do you need to have …
1. Previous experience (5+ years) of managing and delivering meetings and events in a corporate setting
2. Experience managing event budgets from creation through to revisions and reconciliation
3. Project management and resource skills
4. A customer-centric approach to event delivery
5. Previous experience leading teams to success
6. Proficiency in a range of event management software, project management tools and Microsoft 365 suite (including Excel and ability to maintain complex spreadsheets)
7. The flexibility and desire to travel both nationally and internationally and manage busy event schedules on-site
8. Experience working with Pharmaceutical/Healthcare clients is preferable
A bit about us ….
Emota (combining the power of the business formerly known as Ashfield Event Experiences and WRG) 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.
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