Meetings and Events Project Manager (part-time)

Job Title

Project Manager (part-time)

Brand:

Emota, Meetings & Events

Location:

Ashby-de-la-Zouch or London or Manchester, hybrid remote working

A bit about the role …

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

Experienced with delighting clients, you will use your project management skills to achieve all logistical elements and associated budgets of our projects.

This role does not require any travel to manage events and will involve client, partner, supplier, and fiscal management at all stages of the delivery.

The expectation is that you will work part-time in the nearest (to you) of our offices one day each week.  Hours are 09:30-14:30 Monday to Friday.  You will work a fixed term 12-month contract.

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

What you will do …

Project Management:

·         Produce, manage, and circulate communications to all partners

·         Create Zoom / Teams links and send calendar invitations to facilitators and create calendar invitations in Academy inbox

·         Input all courses and events into Summit and create reports for each session

·         Create working schedules and update with all relevant information

·         Take ownership of the registration sheet for each course and the management of attendees

·         Create yearly reporting of attendance and no-shows

·         Create the communications schedule and an inbox folder for each new course and the management of the Academy email inbox

·         Manage all course communications, such as welcome e-mail, pre-reads and post survey evaluations

 Budget Management:

·         Ownership of the end-to-end event budget within the company financial tools

·         Responsible for 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

·         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

·         Lead client meetings.

 General:

·         Attendance and contribution at team meetings

·         To work with teams to ensure the delivery of client measurables

·         Work towards client and company-driven service level agreements (SLAs) for all events

·         Support new starters in the business

·         Understand, apply, and promote our mission, vision, and values

·         Comply with all company and client procedures, including those relating to Health & Safety

·         Comply with all client and company privacy and security protocols.

·         Maintain good long-term relationships with hotels, venues, and suppliers, to ensure the best value for money for your clients

·         Be an ambassador for the agency

What do you need to have …

·         Previous experience (2+ 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 skills, manage resources

·         With 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)

A bit about us ….

Emota (combining the power of the business formerly known as Ashfield Event Experiences and WRG) is an award-winning global events agency that creates and delivers engaging, impactful experiences.

Part of Inizio Engage XD, we are 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 delivery of live and virtual experiences, film, digital, and immersive content.