Meetings and Events Project Manager (12 month fixed term contract)
London, United Kingdom
Job Title: Meetings and Events Project Manager (12 month fixed term contract)
Brand: Emota
Location: UK: Ashby-de-la-Zouch, London or Manchester, hybrid
Reporting to: Project Director
Direct report(s): None
A bit about the role …
Reporting to 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 the team’s expectations. You will be responsible for all logistical elements and budget management, supported by a Project Executive who will handle attendee participation.
This role involves national and international travel and includes client partner, supplier, and financial management at all stages of delivery — pre, on-site, and post-event.
We offer a comprehensive benefits package including volunteer days, enhanced annual leave with buy/sell options, company pension, life and health insurance, and more.
What will you do …
Project Management :
* Manage venues and logistical arrangements, including congress attendance, dinners, break-outs, housing blocks, and attrition.
* Manage congress sponsorship activities, liaising with client contracting teams and booth providers.
* Coordinate client requirements with third-party suppliers and internal service providers.
* Produce and circulate communications, such as weekly status reports.
* Conduct site inspections and planning meetings with suppliers.
* Manage post-event metrics reporting.
Client Liaison and Development :
* Deliver excellent customer service aligned with client goals.
* Participate in client planning meetings, including face-to-face, hybrid, and virtual debriefs.
* Prepare and maintain event budgets, including invoice approvals.
* Track event finances and conduct regular health checks for cash flow management.
* Manage scope and identify out-of-scope activities for billing.
* Implement cost-saving measures.
* Ensure compliance with invoicing processes.
* Manage congress cross-charge budgets throughout each event lifecycle.
General :
* Collaborate with support departments to meet client objectives.
* Assist new team members as a ‘Buddy’.
* Uphold company mission, vision, and values.
* Follow all company and client procedures.
* Maintain good relationships with hotels, venues, and suppliers to ensure value for money.
* Represent the agency professionally as an ambassador.
What do you need to have …
* At least 3 years of event management experience delivering corporate events.
* Experience managing event budgets from initial planning through reconciliation.
* Strong team motivation and professionalism.
* Attention to detail, accuracy, and customer service focus.
* Intermediate Excel skills for managing complex spreadsheets.
* Willingness and ability to travel internationally for onsite events.
A bit about us …
Emota is an award-winning global events agency creating engaging experiences. Inizio Engage XD is a unique communications group offering employee engagement, learning, and training solutions, scientific engagement, and capability building, all underpinned by behavioural science. We deliver live and virtual experiences, films, digital content, and immersive content.
Don’t meet every requirement? That’s okay! We are committed to diversity, inclusion, and authenticity. If you’re excited about this role but your experience isn’t a perfect match, we encourage you to apply. You might be the right person for this role or others.
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