Meetings & Events Senior Project Manager

Job Title: Senior Project Manager

Brand: Emota

Location: Philadelphia or remote based candidates on Eastern Standard Time

Reporting to: Project Director

Direct reports: Project Executives and Senior Project Executives                                                                                                                                            

A bit about the role …

You will play an important role in the planning of global projects for our renowned clients.

With experience you will use your event 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 healthcare, dental, 401k.

You will…

Project Management:

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

·         Manage post event metric reporting

·         Manage all hotels and venues and associated logistical arrangements.

·         Coordinate client requirements with all 3rd party suppliers, promoting relationships

·         Produce, manage, and circulate communications e.g. weekly status reports

·        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

·         Manage post event metric reporting

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

 Client Liaison and Development:

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

·         Help prepare 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 program

·         Lead relevant aspects of client debrief post event

·         Act as subject matter expert for client account to guide and support colleagues across the account

  Budget Management:

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

·        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

·         Ensure spend is tracked and files are audit-ready from a compliance and financial perspective

·         Submit accurate final reconciliation of events within agreed timelines

 Staff Development and Management:

·         Work with Project Director to prioritize 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

 General:

·         Be an ambassador for the agency

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

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

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

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

·         Apply a knowledge of our range of services

What do you need to have …

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

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

·         Project management and resource skills

·         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 

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

Don't meet every job requirement? That's okay! Our company is dedicated to building a diverse, inclusive, and authentic workplace. If you're excited about this role, but your experience doesn't perfectly fit every qualification, we encourage you to apply anyway. You may be just the right person for this role or others.