Position Title:            Congress & Tradeshow Project Administrator

Brand:                         Inizio Engage XD

Reports To:                 Head of Environments, US

A Bit About The Role:

Based in our Philadelphia office, this is a new role in our Environments team, focusing on our flagship global client.  This role is critical to the commercial efficiency of our work and client relationship.  We are seeking a candidate with a sound project understanding and financial literacy, who is comfortable establishing and implementing processes across a diverse agency team and strong interpersonal skills to underpin client and colleague relationships. 

You will work closely with the client engagement team, project teams and wider commercial finance team to implement consistent and effective financial processes, whether specific to the account or more broadly across INIZIO Engage XD.  You will also communicate directly with clients to coordinate scopes of work and billing schedules across diverse stakeholder groups.

Location and Workplace Type:  This role has a dynamic work schedule with flexible hours and remote work from home capability with some time in our downtown Philadelphia office location. Candidate will need to be located within reasonable driving distance to Philadelphia.  The office building has parking on site, food establishments and other services all within walking distance.  Office desk space is open and we have a full kitchen for staff use.

Benefits Information:  Our company offers a benefits package that includes 4.5 weeks’ vacation, time off for volunteering, 10 company paid holidays, and the week between Christmas and New Year’s off.   We offer 3 choices for medical, dental and vision plans including no deductible and HSA plans.  We offer 401K match plans, various supplemental plans including legal, commuter, and added life insurance among others.  We provide assistance with work from home equipment.   


  • Manage portfolio of client Scopes of Work (SOW)
  • Track client PO through approval lifecycle and manage client billings according to agreed upon billing schedule
  • Track progress of project budgets for effective management of PO saturation
  • Liase with project owners on budget development and approval status
  • Manage monthly meetings with client stakeholder budget owners to present phasing status
  • Act as conduit between internal finance and client procurement/billings department
  • Develop SOP’s in conjunction with relevant team members
  • Hold Bi-Weekly meeting with project owners to track budget status and flag potential spend concerns
  • Learning how the agency operates its projects, staffing, procurement, budgeting, schedules, profits, systems (budget management software Procim)
  • Daily / weekly / monthly preparation of management information data in an accurate, reliable and timely fashion
  • Evolving our existing tools under the principles of continual improvement
  • Overall Congress agency management
  • Supplier negotiations
  • Drive overall congress planning and timelines
  • Weekly/bi-weekly brand planning calls – slide deck and minute taking
  • Management of Calendar of key events
  • Sponsorship management
  • Symposia/product theatre oversight and agency management
  • Manage sponsorship and registration passes
  • Overall congress finance management
  • Booth space booking and managing deadlines
  • Ensuring compliance of event activities
  • Management of payment deadlines to congresses on behalf of brands where needed
  • Metrics and post show congress summary
  • Commercial support to the agency - understanding their targets and data for our clients

Skills & Experience:

  • Strong interpersonal skills and communication skills, with the ability to build productive relationships with diverse client and agency stakeholders.
  • Highly organized.
  • Confident in providing training and guidance across varied stakeholders.
  • The ability to quickly grasp and understand both new business systems and the varied type of work the agency delivers for our clients.
  • Flexibility to support teams & staff across multiple locations, prioritising workloads to meet business needs.
  • Strong analytical skills: numerate, logical & methodical.
  • Strong Excel skill required.
  • Excellent attention to detail, and ability to manage multiple concurrent projects.
  • Proactive with a strong commercial sense.
  • Ability to present data in a simple and effective manner.
  • Demonstrate a high degree of initiative and take ownership of tasks.
  • Genuine interest in business and commercials.
  • Ideally have experience working with business databases and datasets in a fast-paced environment.
  • Understanding of project management methodology and exposure to Smartsheet advantageous.

Who We Are:

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

Inizio Engage XD (Formerly known as The Creative Engagement Group) is an unusually shaped communications group that creates experiences that inspire lasting change. We partner with clients to provide employee engagement, learning & training solutions, scientific engagement and capability building, all underpinned by applied behavioral science. We engage internal and external audiences through the creation and delivery of live & virtual experiences, film, digital, and immersive content.

Our family of brands is made up of: Ashfield Event Experiences; Axiom; Forty1; WRG, and our new Learning and Development Brand, Nazare.

Diversity, Equity, & Inclusion Statement:

Inizio Engage XD is an equal opportunity employer – committed to encouraging Diversity, Equity and Inclusion among our people and eliminating unlawful discrimination. As an agency, we want to be truly representative of all sections of society and for all our people to feel respected and able to give their best. Our aim is to create a culture where equality, fairness and respect for all our people happens autonomously. 



The base salary range represents the low and high end of the salary range for this position. This range may differ based on your experience and skill set, geographic location, and cost of living considerations. We consider compensation more than just a base salary – that’s why we also offer an exceptional range of flexible benefits, personal support and tailored learning and development opportunities all designed to help you realize your full potential both in life and at work.
$1$1 USD

Don't meet every job requirement? That's okay! Our company is dedicated to building a diverse, inclusive, and authentic workplace. If you're excited about this role, but your experience doesn't perfectly fit every qualification, we encourage you to apply anyway. You may be just the right person for this role or others.

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