Event Project Manager - Events Agency

Royall Appointments
16 Apr 2019
02 May 2019
Contract Type
Full Time

Event Project Manager

Location: Leicestershire (will consider candidates who work remotely)

Ref: 340

"Do not give up, the beginning is always the hardest part!"

Our client is a leading Meeting and Events agency based in Leicestershire, they are looking for a highly organised and driven Event Project Manager to manage profitable, prestigious client events.

Key Responsibilities of the Event Project Manager

Project 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 STARCITE , where applicable
  • Manage all venues & associated logistical arrangements
  • Manage all F&B requirements
  • Manage all associated ad hoc meeting activities, where required
  • Oversee the completion of the invitation & attendee management process by Project Executives, including attendee communication, database management & reporting
  • Manage & co-ordinate Client requirements with all 3rd party suppliers/internal service providers (DMC, Exhibit Agencies, Med Ed, Print & Design, Production, AV, Air Travel), where required
  • Manage production & design of all on-site meeting materials
  • Produce, manage and circulate key communications e.g. weekly status reports to all key meeting stakeholders e.g. Client, Exhibit Agency, Med Ed etc
  • Travel on-site to conduct site inspections & undertake planning meetings with all suppliers, when required
  • Travel on-site to manage all meeting requirements and onsite staff
  • Travel onsite as part of an onsite team, when required)
  • Ensure delivery of all events in accordance with regulatory and client-defined compliance guidelines
  • Deliver first class customer service in line with clients’ objectives

Job Purpose

  • To manage profitable, prestigious client events, using staff and other resources in their preparation, planning and delivery, globally, exceeding client business objectives and expectations. Job Context: Reporting to Account Manager

Client 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
  • Plan, attend & execute client planning meetings - face to face, webex and/or telecons, where required
  • Identify & 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 team

Financial Management

  • Responsible for the preparation and maintenance of budgets, throughout the lifecycle of each event
  • Approve all client invoices prior to despatch
  • 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 & 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 management

Staff 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

This role would also suit:

Project Manager, Project Director, Project co-ordinator, Event Manager, Event Director,Event Co-ordinator, Project Director, Senior Project Manager, Senior Project Co-ordinator, Event co-ordinator, Senior Event Manager

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