Meetings and Events Project Manager

Meetings and Events Project Manager
Brand: Ashfield Event Experiences
Location: UK: Ashby-de-la-Zouch, London, Manchester, Remote UK or Hybrid
Reporting to: Account Manager
Direct report(s): None
A bit about the role …
Reporting into the Account Manager you will manage global meetings, events and congress participation for our pharmaceutical clients. You will ensure each event is profitable, compliant and meets clients and team’s expectations. You will be responsible for all logistical elements and budget management and be supported by a Project Executive who will manage the attendee participation.
Ashfield Event Experiences UK office is based in Ashby-de-la-Zouch, however employees may choose to work out of our London or Manchester offices of with hybrid working from home. This role requires national and international travel.
We offer a comprehensive benefits package to you including volunteer days, 29 days holiday with an option to buy/sell, company pension, life insurance and many other enhances benefits.
What will you be do …
Project Management:
• Manage all venues and associated logistical arrangements including congress attendance and business centre, dinners and break-outs and housing blocks and attrition
• Manage congress sponsorship activity on behalf of your client including approval process, liaison with client contracting team and booth providers
• Manage and co-ordinate client requirements with all 3rd party suppliers/internal service providers (DMC, MedEd, Print & Design, Production, AV and travel) where required
• Produce, manage and circulate important communications e.g. weekly status reports to all main meeting partners
• Travel on-site to conduct site inspections including planning meetings with all suppliers and for delivery of the event
• Manage post event metric reporting
• Manage all F&B requirements
Client Liaison and Development:
• Deliver first class customer service following clients goals
• Identify new opportunities for our business development by applying an understanding of clients businesses and products
• Plan, attend and implement client planning meetings – face-to-face, hybrid and virtual including debriefs
Financial Management:
• 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
• Maximise profitability of projects operated – including supplier negotiation and up-selling of additional services to clients
• Accomplish scope management – to identify and charge clients for out-of-scope activities
• Track cost avoidance / saving measures
• Ensure compliance with company and client invoicing processes
• Responsible for the preparation and maintenance of congress cross charge budgets, throughout the lifecycle of each event
• Oversee the completion of the transfer of value (ToV) reporting process by Project Executives
General:
• To work with appropriate support departments to ensure the delivery of client measurables
• Assist new starters by taking on the role of ‘Buddy’
• Apply our mission, vision and values
• Display an understanding of compliance, including ABPI and Pharma Guidelines
• Comply with all company and client procedures
• Maintain good long-term relationships with hotels, venues and suppliers, to ensure the best value for money for your clients
• Demonstrate a knowledge of our range of services
• Be an ambassador for the agency
What do you need to have …
• Organiser with 3+ years event management delivery of corporate events
• Experience managing event budgets from initial budget, through revisions and reconciliation
• Client liaison skills
• Team motivator and professional team member
• A focus on accuracy, detail, consistency and dedicated to customer service
• Intermediate level Excel (can maintain complex spreadsheets)
A bit about us ….
Ashfield Event Experiences (AEE) is an award-winning global events agency, specialising in healthcare that creates and delivers engaging experiences that inspire lasting change. We are one of the largest global events agencies with teams dedicated to the healthcare industry with offices in the UK and US. We deliver more than 2,500 events each year in over 50 countries, across live, virtual and hybrid.
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 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.
Our family of brands is made up of: Ashfield Event Experiences; Nazaré and WRG.
Inizio Engage is a strategic, commercial and creative engagement partner that specialises in healthcare. Our passionate, global workforce augments local expertise and diverse mix of skills with data, science and technology to provide custom engagement solutions that help clients reimagine how they engage with their patients, payers, people and providers to improve treatment outcomes.
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