About the job
Job Title: Meetings and Events Project Coordinator
Brand: Emota
Location: London, UK
Reporting to: Senior Project Manager
Direct report(s): None
About the Role
As a Meetings and Events Project Coordinator at Emota, you will play a pivotal role in managing logistics for our diverse clientele. Your responsibilities will include organizing registration, travel arrangements, accommodations, and ensuring a seamless delegate experience.
This dynamic role involves both national and international travel and supports the Project Manager and the team in delivering exceptional delegate management experiences throughout the entirety of events—pre-event, on-site, and post-event.
Your expertise will be utilized across various events, including investigator meetings, advisory boards, congresses, conferences, gala dinners, sales meetings, and KOL meetings.
We pride ourselves on offering a robust benefits package, which includes volunteer days, enhanced annual leave (with options to buy or sell), a company pension, life and health insurance, and numerous other perks.
Your Responsibilities
Delegate and Database Management:
- Set up and manage event websites, including the collection and input of delegate information.
- Handle the invitation and attendee management process, covering meeting registration, air travel, housing, and ground transportation.
- Oversee attendee communications and associated timelines.
- Keep the Project Manager informed about all aspects of delegate arrangements throughout the program.
- Produce signage, badges, on-site manuals, and other essential documentation.
- Order necessary on-site equipment, including currency, uniforms, mobile phones, laptops, etc.
- Attend events on-site to ensure everything runs smoothly.
- Assist in selecting venues and preparing event proposals.
- Embrace environmental sustainability in your approach to event management.
Client Liaison and Development:
- Set up and maintain client files from event confirmation to completion and evaluation.
- Manage client communications and timelines effectively.
- Cultivate client relationships through operational delivery.
Budget Management:
- Ensure financial aspects of events are delivered according to guidelines.