Meetings & Event Senior Project Co-ordinator, 12 month fixed-term contract

As a Meetings & Event Senior Project Co-ordinator at Emota, you will manage all logistical aspects of various events, ensuring a smooth and enjoyable experience for attendees. This includes organizing registration, travel, communication, and on-site coordination, aimed at delivering a first-class event experience.

To qualify for the Meetings & Event Senior Project Co-ordinator position at Emota, candidates should have a minimum of 2 years of event management experience, strong client liaison skills, and proficiency in Microsoft Office, particularly Excel. An organized approach and a customer service mindset are crucial for success in this role.

At Emota, we offer extensive support to our Meetings & Event Senior Project Co-ordinators, including a comprehensive benefits package, ongoing professional development opportunities, and a collaborative work environment that encourages creativity and growth within the events industry.

During the interview process for the Meetings & Event Senior Project Co-ordinator at Emota, candidates can expect to discuss their previous experience in event management, problem-solving skills, and how they work within a team. We value a friendly and engaging conversation to assess mutual fit.

Primary responsibilities of a Meetings & Event Senior Project Co-ordinator at Emota include managing event logistics, coordinating budgets, liaising with clients, maintaining project trackers, and delivering impeccable attendee experiences before, during, and after events.

If you are passionate about event management and enjoy orchestrating memorable experiences, the Meetings & Event Senior Project Co-ordinator role at Emota offers the chance to work with a highly skilled team, engage with renowned clients, and develop your career within a supportive and innovative environment.

Teamwork is essential for the Meetings & Event Senior Project Co-ordinator position at Emota. Collaborating with Project Executives and Senior Project Managers is crucial for all planning and execution stages, ensuring that all aspects of the event are coordinated perfectly.

To handle tight deadlines, I prioritize tasks based on urgency and importance, using project management tools to track progress and communicate effectively with team members to ensure that everyone is on the same page. Flexibility and proactive planning are key.

In a previous role, I coordinated a multi-day conference for 500 attendees. I successfully managed every aspect, from venue selection to communication, and received positive feedback for the seamless execution, which ultimately strengthened relationships with our clients.

I believe in maintaining open, ongoing communication with clients through regular updates and check-ins. I make sure to listen actively to their needs and expectations and provide prompt feedback, which reassures clients that their events are in good hands.

To ensure high attendee satisfaction, I focus on thorough planning and attention to detail, gather feedback during and after events, and remain flexible enough to address any issues that may arise. I also collaborate with the team to continually improve our processes.

Budget management is vital in my planning process as it dictates how resources are allocated. I ensure all expenses align with the approved budget and constantly monitor spending to identify any cost-saving opportunities while maintaining the quality of the event.

When selecting venues for events, I consider factors such as capacity, location, amenities, and the overall atmosphere. I weigh the client's needs against available options and always try to visit potential venues to assess them firsthand before making a decision.

I manage logistical challenges by maintaining a detailed timeline and checklist to ensure all elements are addressed. I also keep a close line of communication with my team and vendors to quickly navigate any unexpected changes or issues.

For event management, I rely on various tools, including project management software for tracking tasks and timelines, communication tools for teamwork, and specific event management software for registration and attendee management.

I stay informed about industry regulations and compliance guidelines, especially when working with healthcare clients. I ensure all materials and processes adhere to regulations like ABPI and PhRMA, and maintain thorough documentation to support audits.

To inspire my team during challenging projects, I emphasize the importance of our shared goals, celebrate small wins, and create an open environment for sharing ideas and concerns. I highlight the impact our work has on attendees’ experiences to foster motivation.