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Meetings and Events Project Manager

2 months ago

Ashby de la Zouch, Leicestershire, United Kingdom Inizio Engage XD Full time
Job Title: Meetings and Events Project Manager

Company: Inizio Engage XD

Location: UK: Ashby-de-la-Zouch, London or Manchester / Hybrid

About the Role

We are seeking an experienced Project Manager to lead the planning and delivery of global meetings and events for our renowned clients. As a key member of our team, you will be responsible for managing all logistical elements and associated budgets of our projects.

Key Responsibilities
  • Overall lead of the project from a client, internal team, and external partner perspective
  • Manage all hotels and venues and associated logistical arrangements
  • Coordinate client requirements with all 3rd party suppliers, promoting relationships
  • Manage all F&B requirements
  • Produce, manage, and circulate communications to all partners
  • Lead project teams to ensure all deliverables are met
  • Travel on-site to conduct site inspections including planning meetings with all suppliers and for delivery of the event
  • Demonstrate a knowledge of domestic and international venues and destinations to recommend options that meet client's goals
  • Attend on-site at Meetings and Events held both nationally and internationally
  • Manage post event metric reporting
Budget Management
  • Lead the end-to-end event budget within the company financial tools
  • Oversee the preparation and maintenance of budgets, throughout the lifecycle of each event including approving invoices
  • 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
  • Track cost avoidance / saving measures
  • Ensure compliance with company and client invoicing and financial processes
  • Ensure time is logged for the project
  • Submit accurate final reconciliation of events within agreed timelines
  • Ensure spend is tracked and files are audit-ready from a compliance and financial perspective
Client Liaison and Development
  • Deliver first class customer service to meet client's goals
  • Develop event proposals to meet the client's goals
  • Lead client planning meetings, pre-event, on-site and post-event debriefs
Requirements
  • Previous experience (3+ years) of managing and delivering events and meetings in a corporate setting
  • Experience managing event budgets from creation through to revisions and reconciliation
  • Project management and resource management skills
  • A customer-centric approach to event delivery
  • Proficiency in a range of event management software, project management tools and Microsoft 365 suite (including Excel and ability to maintain complex spreadsheets)
  • Flexibility and a desire to travel both nationally and internationally and manage busy event schedules on-site
  • Experience working with Pharmaceutical/Healthcare clients is preferable