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- Tasks: Coordinate logistics for events, ensuring a seamless delegate experience from start to finish.
- Company: Emota is an award-winning global events agency creating impactful experiences.
- Benefits: Enjoy remote work options, enhanced leave, volunteer days, and comprehensive health benefits.
- Why this job: Join a dynamic team, travel internationally, and make a real impact in event management.
- Qualifications: Previous event management experience or a degree in event management is required.
- Other info: Diversity and inclusion are valued; all backgrounds are encouraged to apply.
The predicted salary is between 28800 - 43200 £ per year.
Overview
Job Title: Meetings and Events Project Co-ordinator
Brand: Emota
Location: UK: Ashby-de-la-Zouch or London or Manchester (2 days a week minimum in one of these offices)
Reporting to: Senior Project Manager
Direct report(s): None
A Bit About The Role
You will work for one or more of our clients, organising and co-ordinating the logistics of registration, travel, transfers and accommodation to provide a delegate experience. This role, which includes national and international travel, will support the Project Manager and designated team in the delivery of the delegate management experience, both pre, on-site and post event. By being responsible for the delegate experience you will work on a range of meetings and events including investigator meetings, advisory boards, congresses, conferences, gala dinners, sales meetings and KOL meetings. 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 will you do
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
- 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
- Produce signage, badges, on-site manuals and other documentation
- Order currency, uniforms, mobile phones, laptops and other on-site equipment
- On-site attendance at events
- Help with the selection of venues and production of event proposals
- To be mindful of environmental sustainability in all aspects of your role and incorporate this mindset in your approach
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
- Foster the development of your client account by managing delegate relationships through operational delivery
Budget Management
- Deliver financial aspects of events following company processes
- Help with identification and documentation of cost avoidance / saving measures
- Comply with company and client invoicing processes
- Help with scope management
- Help prepare budgets and final reconciliations within agreed timelines
What do you need to have
- Within a commutable driving distance of one of our UK offices
- Either previous event management experience or a degree in event management
- Client liaison skills
- Team motivator and professional team member
- A focus on accuracy, consistency and dedicated to customer service
- Intermediate level Excel (can maintain complex spreadsheets) and Microsoft Office Suite
- With enthusiasm in abundance, you will be organised
- The flexibility to travel overseas
A Bit About Us
Emota 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.
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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Meetings and Events Project Co-ordinator employer: Emota
Contact Detail:
Emota Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Meetings and Events Project Co-ordinator
✨Tip Number 1
Familiarise yourself with the latest trends in event management. Understanding current best practices and technologies can give you an edge when discussing your ideas during interviews.
✨Tip Number 2
Network with professionals in the events industry. Attend local events or join online forums to connect with others who can provide insights or even refer you to opportunities at Emota.
✨Tip Number 3
Prepare to discuss specific examples of how you've successfully managed logistics in past roles. Highlighting your organisational skills and attention to detail will resonate well with the hiring team.
✨Tip Number 4
Showcase your flexibility and willingness to travel. Since this role involves national and international travel, demonstrating your readiness to adapt to different environments will be a plus.
We think you need these skills to ace Meetings and Events Project Co-ordinator
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant experience in event management or related fields. Emphasise skills such as organisation, communication, and customer service, which are crucial for the Meetings and Events Project Co-ordinator role.
Craft a Compelling Cover Letter: Write a cover letter that showcases your enthusiasm for the role and the company. Mention specific experiences that demonstrate your ability to manage delegate logistics and client communications effectively.
Highlight Relevant Skills: In your application, focus on your proficiency with tools like Excel and Microsoft Office Suite. Provide examples of how you've used these skills in previous roles to manage budgets or coordinate events.
Showcase Flexibility and Travel Experience: Since the role involves national and international travel, mention any previous travel experience or flexibility in your schedule. This will show your readiness to meet the demands of the position.
How to prepare for a job interview at Emota
✨Showcase Your Event Management Experience
Make sure to highlight any previous experience you have in event management. Discuss specific events you've coordinated, the challenges you faced, and how you overcame them. This will demonstrate your capability to handle the responsibilities of the role.
✨Demonstrate Strong Communication Skills
As a Meetings and Events Project Co-ordinator, effective communication is key. Be prepared to discuss how you manage client communications and delegate relationships. Use examples that showcase your ability to keep everyone informed and engaged throughout the event planning process.
✨Emphasise Your Organisational Skills
This role requires a high level of organisation. Share examples of how you manage multiple tasks and deadlines effectively. You might want to mention tools or methods you use to stay organised, especially when dealing with logistics and attendee management.
✨Be Ready to Discuss Budget Management
Understanding financial aspects is crucial for this position. Prepare to talk about your experience with budget preparation, cost-saving measures, and financial reconciliations. Highlight any specific instances where you successfully managed an event budget.
