Meetings and Events Project Co-ordinator

1 week ago

Ashby de la Zouch, Leicestershire, United Kingdom Inizio Engage Full time

Job Purpose:

To support the Project Manager and other Account Team members in all aspects of the event management process to the highest standards.

To accurately deliver all delegate and database management processes.

Reporting to:
Account Manager

Direct Reports:
None

Key Responsibilities

Delegate and Database Management:

  • Set up and administer event websites including collation and inputting of delegate details
  • Manage the invitation and attendee management process including meeting registration, air travel, housing and ground transportation, as required
  • Manage delegate requests and communicate programme and logístical information
  • Manage attendee communications and associated timelines
  • Ensure Project Manager is up to date with all aspects of delegate arrangements throughout the course of the programme
  • Manage housing lists based on delegate information and crossreferencing data sources
  • Maintain databases and company information systems where applicable
  • Use client driven systems where applicable
  • Ensure all business critical deadlines for delegate management and communication are met for each programme
  • Ensure Project Manager has current database reports, including travel, housing and ground transportation, for client meetings and project management

Project Management:

  • Assist with selection of venues and production of event proposals
  • Produce and arrange despatch of delegate packs and other information
  • Produce signage, badges, onsite manuals and other documentation as required
  • Order currency, uniforms, mobile phones, laptops and other onsite equipment as required
  • Onsite attendance at events as required

Client Liaison and Development:

  • Settingup and maintenance of client files from confirmation of event to completion and evaluation
  • Manage client communications and associated timelines
  • Manage client requests and communicate programme and logístical information
  • Foster the development of the client account by managing delegate relationships through exceptional operational delivery

Financial Management:

  • Accurately deliver financial aspects of events in line with company processes and procedures
  • Assist with identification and documentation of cost avoidance / saving measures
  • Comply with company and client invoicing processes
  • Cost efficient time management
  • Assist with effective scope management
  • Assist with preparation of budgets and final reconciliations within agreed timelines

General:

  • Attendance and contribution at team and company meetings
  • Effective interaction with other departments e.g. IT, Finance, HR, Business Services
  • Accurate written and verbal communications
  • Display an understanding of compliance, including ABPI and Pharma Guidelines
  • Comply with all company and client policies and procedures, including those relating to Health & Safety
  • Achieve all client and / or company driven Service Level Agreements (SLAs) for all events
  • Maintain good longterm relationships with hotels, venues and suppliers, to ensure the best value for money for clients
  • Assist new starters in the role of 'Buddy' when required

About Ashfield Event Experiences


Ashfield Event Experiences (AEE) is an award-winning global events agency, specialising in healthcare, that creates and delivers engaging experiences that inspire lasting change.

We are one of the largest global events agencies with teams dedicated to the healthcare industry, with offices in the UK and the US.

We deliver more than 2,500 events each year in over 50 countries, across live, virtual and hybrid.


What sets us apart is that unparalleled experience and expertise for creating and delivering any type of healthcare meeting or commercial event.

Ashfield Event Experiences is a division of
Inizio Engage XD (formerly known as The Creative Engagement Group).

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 behavioural science.

We engage internal and external audiences through the creation and delivery of live and virtual experience, film, digital and immersive content.

Our family of brands is made up of Ashfield Event Experiences, Axiom, Cormis, Forty1, LogicEarth and WRG.


We are an equal opportunity employer - committed to encouraging Diversity, Equity and Inclusion among our people and eliminating unlawful discrimination.

As an agency, we want to be truly representative of all sections of society and for all our people to feel respected and able to give their best authentic self.

Our aim is to create a culture where equality, fairness and respect for all our people happens autonomously.

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