Meetings and Events Project Co-ordinator - Ashby-De-La-Zouch, United Kingdom - Inizio Engage

Inizio Engage
Inizio Engage
Verified Company
Ashby-De-La-Zouch, United Kingdom

2 weeks ago

Tom O´Connor

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Tom O´Connor

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Description

A bit about the role:


You will work for one or more of our key pharmaceutical clients, organising and co-ordinating the logistics of registration, travel, transfers and accommodation to ensure a flawless delegate experience.


This role, which includes national and international travel, will support the Project Manager and designated team in the effective and timely delivery of the delegate management experience, both pre, on-site and post event.


By being responsible for the delegate experience you will get to work on a range of meetings and events including but not limited to investigator meetings, advisory boards, congresses, conferences, gala dinners, sales meetings and KOL meetings.


What will you be doing:


Delegate and Database Management:

  • Setup 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, as required
  • Manage delegate requests and communicate programme and logístical information
  • Manage attendee communications and associated timelines
  • Ensure Project Manager is up to date with all aspects of delegate arrangements throughout the course of the programme
  • Manage housing lists based on delegate information and crossreferencing data sources
  • Use client driven systems where applicable
  • Ensure all business critical deadlines for delegate management and communication are met for each programme
  • Ensure Project Manager has current database reports, including travel, housing and ground transportation, for client meetings and project management
  • Produce signage, badges, onsite manuals and other documentation as required
  • Order currency, uniforms, mobile phones, laptops and other onsite equipment as required
  • Onsite attendance at events as required
  • Assist with selection of venues and production of event proposals

Client Liaison and Development:

  • Settingup and maintenance of client files from confirmation of event to completion and evaluation
  • Manage client communications and associated timelines
  • Manage client requests and communicate programme and logístical information
  • Foster the development of the client account by managing delegate relationships through exceptional operational delivery

Financial Management:

  • Accurately deliver financial aspects of events in line with company processes and procedures
  • Assist with identification and documentation of cost avoidance / saving measures
  • Comply with company and client invoicing processes
  • Cost efficient time management
  • Assist with effective scope management
  • Assist with preparation of budgets and final reconciliations within agreed timelines

What do you need to have:


  • Accurate written and verbal communication skills
  • Exceptional client liaison skills
  • Team motivator and friendly and professional team member
  • A focus on accuracy, consistency and dedicated to customer service
  • Intermediate level Excel, Word and PowerPoint skills
  • Ability to work within a team as well as independently
  • With enthusiasm in abundance, you will be highly motivated, proactive, organised and methodical and have a keen eye for detail
  • The flexibility to travel overseas

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 & training solutions, scientific engagement and capability building, all underpinned by applied behavioural science.

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

Our family of brands is made up of: Ashfield Event Experiences; Axiom; Cormis; Forty1; LogicEarth and WRG.

Inizio Engage is a strategic, commercial and creative engagement partner that specializes in healthcare.

Our passionate, global workforce augments local expertise and diverse mix of skills with data, science and technology to deliver bespoke engagement solutions that help clients reimagine how they engage with their patients, payers, people and providers to improve treatment outcomes.

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