Meetings and Events Senior Project Manager

3 weeks ago

AshbydelaZouch, United Kingdom Inizio Engage XD Full time

Job Title: Senior Project Manager (12 month fixed term contract)

Brand: Emota

Location: Ashby-de-la-Zouch or London or Manchester, hybrid

Reporting to: Project Director

Direct reports: Project Executives and Senior Project Executives

A bit about the role …

As an experienced Senior Project Manager specialising in Meetings and Events, you will play an important role in the planning of global projects for our renowned clients.

With experience you will use your 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 volunteer days and enhanced annual leave.

You will…

Project Management:

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

· Ensure that the highest standards of event planning and delivery are maintained through the leadership of Project Executives

· 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 to all internal and external partners

· Attend on-site at Meetings and Events held both nationally and internationally,

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

Client Liaison and Development:

· Conduct meetings and communicate with clients to develop relationships

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

· Help present event proposals to clients

· Manage preparation of supportive meeting planning materials for client planning meetings

· 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

· Manage the preparation and maintenance of budgets, throughout the lifecycle of each event

· 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 prioritise 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 to ensure they are supported and that client deliverables are met

General:

· Be an ambassador for the agency

· Attend and contribute at team meetings

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

· Work towards client and our service level agreements (SLAs) for all events

· 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

· Comply with all client and company privacy and security protocol

· 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

· A customer-centric approach to event delivery

· 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

· Experience working with Pharmaceutical/Healthcare clients is preferable

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