Event Management, Congress Project Manager Job Vacancy in Ashfield Event Experiences Ashfield Event Experiences in Ashby-De-La-Zouch LE65 – Updated today

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Ashfield Event Experiences
Location : Ashfield Event Experiences in Ashby-De-La-Zouch LE65
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Job Description : Job Purpose: To manage profitable, prestigious client congress events, using staff and other resources in their preparation, planning and delivery, globally, exceeding client business objectives and expectations.Reporting to: Account ManagerKey ResponsibilitiesProject Management: · Ensure all business critical deadlines are met for each programme· Ensure effective usage of in-house project management systems and processes· Manage the application of client driven systems such as CVENT, LANYON, where applicable including registration website build· Manage all venues and associated logistical arrangements· Manage all F&B requirements· Manage all associated adhoc congress meeting activities, where required· Manage and / or oversee the completion of the invitation and attendee management process by Project Executives, including attendee communication, database management and reporting· Manage and co-ordinate client requirements with all 3rd party suppliers / internal service providers (Housing Bureaus, Congress Secretariat, DMC, Exhibit Agencies, Med Ed, Print & Design, Production, AV, Travel), where required· Manage production and design of all on-site meeting materials· Ensure all internal and external materials on programmes are reviewed and approved in clients compliance system and in accordance with the client and companies standard operation procedures· Management of congress symposia arrangements· Management of the congress group housing block and attrition, ensuring sufficient forward planning in order to obtain the best rates and room block options· Accurate management of the congress registration group bookings and deadlines· Produce, manage and circulate key communications e.g. weekly status reports to all key meeting stakeholders e.g. Client, Exhibit Agency, Med Ed etc.· Management of congress sponsorship activity on behalf of the client stakeholders including approval process, liaison with client contracting team and booth providers· Management of congress hospitality suite and meeting space including booth training and pre-con meeting management· Management of exhibit space arrangements· Management of app build and content· Management of post event metric reporting· Travel on-site to conduct site inspections and undertake planning meetings with all suppliers, when required· Travel on-site to manage all meeting requirements and on-site staff· Travel on-site as part of an on-site team, when required· Ensure delivery of all events in accordance with regulatory and client-defined compliance guidelines· Ensure all events comply with the GDPR· Deliver first class customer service in line with clients’ objectivesClient Liaison and Development: · Meetings and liaison with clients where applicable to establish, maintain and develop relationships· Identify new opportunities and leads for existing and new business development· Assist with preparing and presenting event proposals to clients· In conjunction with the client manage the implementation of the therapy area congress plans to ensure execution is both efficient and effective and provide corrective solutions where necessary· Plan, attend and execute client planning meetings – face to face, Webex and / or telecons, where required· Identify and manage preparation of supportive meeting planning materials for client planning meetings· Ensure client is up to date with all aspects of meeting planning arrangements throughout the course of the programme· Attend client debrief post event· Apply excellent written and verbal communication skills, both yourself and your teamFinancial Management: · 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· Approve all client invoices prior to despatch· Review and organise approval of all supplier invoices on behalf of the client· 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· Execute effective scope management – to identify and charge clients for out of scope activities· Identify, quantify and report cost avoidance / saving measures· Ensure compliance with company and client invoicing processes· Submit accurate final reconciliation of events within agreed timelines· Maximise revenue generation from allocated / targeted accounts· Manage and achieve project profitability· Cost efficient time managementStaff Development, Motivation and Management: · Work with Account Director and Account Manager to organise, plan and prioritise staff and resources to meet objectives and deadlines· Assist Account Manager with recruitment of Project Executives and input to their mentoring and development· Assist the Account Manager with recruitment and management of freelance staffGeneral: · Attendance and contribution at team meetings· Effective interaction with other departments – e.g. IT, Finance, HR, Creative, Business Services, HEAT, Q&C and BD teams· Accurate written and verbal communications· Display an understanding of compliance, including ABPI and Pharma Guidelines· Comply with all company and Client policies and procedures, including those relating to Health and Safety· Comply with all client and company privacy and security protocols· Achieve all client and / or company driven Service Level Agreements (SLAs) for all events· Maintain good long-term relationships with housing bureaus, congress secretariats, hotels, venues and suppliers, to ensure the best value for money for clients· Develop and apply a good knowledge of the company’s range of services· Provide out of hours cover as required on a rota basis· Develop and apply a good understanding of clients’ businesses and products· Assist new starters in the role of ‘Buddy’ when required· Understand and apply the company’s Vision and Values at all timesJob Types: Full-time, PermanentSalary: £27,000.00-£32,000.00 per yearAdditional pay:Loyalty bonusBenefits:Casual dressCompany eventsCompany pensionCycle to work schemeFlexible scheduleGym membershipLife insuranceReferral programmeSick payWellness programmesWork from homeSchedule:Monday to FridayExperience:international congress: 2 years (required)Event Management: 1 year (required)Reference ID: HRDAEE 095

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