Meetings and Events Congress Project Executive

**Project Executive**

**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 cross-referencing 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, on-site manuals and other documentation as required
- Order currency, uniforms, mobile phones, laptops and other on-site equipment as required
- On-site attendance at events as required

**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
- 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 long-term 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

**Job Types**: Full-time, Permanent

**Salary**: £22,000.00-£24,000.00 per year

Additional pay:

- Loyalty bonus

**Benefits**:

- Casual dress
- Company events
- Company pension
- Cycle to work scheme
- Employee discount
- Gym membership
- Life insurance
- Referral programme
- Sick pay
- Wellness programmes

Schedule:

- Monday to Friday

**Education**:

- GCSE or equivalent (required)

**Experience**:

- working in an office: 1 year (required)

Work authorisation:

- United Kingdom (required)

Willingness to travel:

- 25% (required)

Reference ID: HRDAEE 045