Meetings and Events Project Co-ordinator

7 months ago


AshbyDeLaZouch, United Kingdom Inizio Engage Full time

**A bit about the role**:
Reporting into the Account Manager, you will work for one or more of our main pharmaceutical clients, organising and co-ordinating the logistics of attendee registration, travel, transfers and accommodation to provide a first-class delegate experience within an event delivery team.

This role is based in Ashby-de-la-Zouch with hybrid working and includes national and international travel.

By being responsible for the delegate experience you will work on a range of meetings and events including investigator meetings, advisory boards, congresses, conferences, gala dinners, sales meetings and KOL meetings.

We offer a comprehensive benefits package to you including volunteer days, 29 days holiday with an option to buy / sell annual leave, company pension, life insurance and many other benefits.

**What will you be doing**:
Delegate and Database Management:

- Set-up and administer event websites including collation and inputting of delegate details
- Invitation and attendee management process including meeting registration, air travel, housing and ground transportation
- Attendee requests and communications
- Ensure Project Manager is up to date with all aspects of delegate arrangements throughout the course of the programme
- Produce signage, badges, on-site manuals and other documentation
- Order currency, uniforms, mobile phones, laptops and other on-site equipment
- On-site attendance at events
- Help with selection of venues and production of event proposals

Client Liaison and Development:

- Setting-up and maintenance of client files from confirmation of event to completion and evaluation
- Manage client communications and associated timelines
- Foster the development of your client account by managing delegate relationships through operational delivery

Financial Management:

- Deliver financial aspects of events following company processes
- Help with identification and documentation of cost avoidance / saving measures
- Comply with company and client invoicing processes
- Help with scope management and preparation of budgets and final reconciliations within agreed timelines

**What do you need to have**:

- Team motivator and and professional team member who works well in a team and independently
- A focus on accuracy, consistency and dedicated to customer service
- Intermediate level Excel (can maintain complex spreadsheets)
- With enthusiasm in abundance, you will be organised and and have exacting standards
- The flexibility to travel overseas

**A bit about us.**:
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 US. We deliver more than 2,500 events each year in over 50 countries, across live, virtual and hybrid.

Inizio Engage XD (formerly known as The Creative Engagement Group) is an unusually shaped communications group that creates experiences that inspire lasting change. Our family of brands is made up of: Ashfield Event Experiences; Axiom; Cormis; Forty1; LogicEarth and WRG.

Inizio Engage is a strategic, commercial and creative engagement partner that specialises in healthcare. Our passionate, global workforce augments local expertise and diverse mix of skills with data, science and technology to provide custom engagement solutions that help clients reimagine how they engage with their patients, payers, people and providers to improve treatment outcomes.



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