Meetings & Events Project Co-ordinator

Meetings and Events Project Co-ordinator
Philadelphia, Pennsylvania

Job Title: Meetings and Events Project Executive

Brand: Emota

Location: US: Philadelphia

Reporting to: Senior Project Manager

Direct report(s): None

A bit about the role
You will work for one or more of our clients, organizing and coordinating 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, 401k, 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 program
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

1+ years of event management experience in a corporate setting
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 organized
The flexibility and desire to travel domestically and overseas
Cvent experience would be advantageous

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 behavioral science. We engage internal and external audiences through the delivery of live and virtual experiences, film, digital, and immersive content.

EEO Statement
Inizio is committed to providing an environment where everyone has the confidence to be themselves and thrive. For government reporting purposes, we ask candidates to respond to the below self‑identification survey. Completion of the form is entirely voluntary. Whatever your decision, it will not be considered in the hiring process or thereafter. Any information that you do provide will be recorded in an anonymized format and maintained in a confidential file separate from personnel records.

As set forth in Inizio's Equal Employment Opportunity policy, we do not discriminate on the basis of any protected group status under any applicable law.