Meetings and Events Client Operations Manager

Emota · Philadelphia

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Job Title: Meetings and Events Client Operations Manager

Brand: Emota

Location: USA: Philadelphia or remote US

Reporting to: Director of Meetings and Events

Direct report(s): None

A bit about the role …

You will support the Director of Meetings and Events with process to ensure adherence to client and internal processes and quality of delivery.

What will you be doing …

Project and Operational Support:

• Updating and maintenance of client standard operating procedures to support the team with quality and understanding of client requirements

• Support the Director of Events and Project Directors to ensure team's adherence to all client and internal policies, including compliance, financial and auditing

• Identify any delivery issues and training needs

• Support with health care practitioners compliance reporting

• Work with the Operations Manager to review team resourcing needs

• Open to travel to 1-2 main events per year within the US to stay close to project work, team delivery and better understand client needs

Financial Management:

• Support the Director of Events and Project Directors with the review of project budgets and final reconciliations and update financial systems to ensure accuracy

• Support with cost savings reporting, per client processes

• Assistance in maintaining Procim/Tact Plan and Cvent platforms

• Assistance in managing invoicing and client deadlines

• Oversee the financial tracking of all events and conduct regular 'health checks' to ensure positive cash flow through the bi-weekly reports

• Ensure compliance with company and client invoicing processes and aged debt

• Play an active role in the maintenance of Procim within the account and how it works alongside client specific requirements

• Support in HubSpot

Client Operations:

• Become a subject matter expert on client platforms and processes

• Support Director of Events in provision of metrics for clients to demonstrate compliance with master service agreement requirements and for business reviews

• Support the Director of Events with gathering of data for request for proposals

• Comply with all company and client procedures, including those relating to Health & Safety

Staff Development and Management:

• Support the onboarding of new hires into the team

• Support the Director of Events and Project Directors in the identification of training needs for the team and maintain team training records

General:

• Understand, apply and promote our mission, vision and values

• To shape and prioritize own workload to meet goals and deadlines

• Be an ambassador for the agency

• Work with other departments – e.g., IT, Finance and People Services

• Apply and share a full knowledge of our range of services

• To keep up to date with trends in your client industry sector and the meetings and events industry, by reading trade journals and attending relevant forum

• Autonomous in your daily role

• Attendance and contribution at team and company meetings

• To be mindful of environmental sustainability in all aspects of your role and incorporate this mindset in your approach

What do you need to have …

• Organizer with 6+ years' corporate meetings and events experience

• Experience managing event budgets from initial budget, through revisions and reconciliation

• Financial management skills

• Client liaison skills

• Motivator and professional team member

• Positive and authentic

• A focus on accuracy, detail, consistency and dedicated to customer service

• Intermediate level Excel (can maintain complex spreadsheets)

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.

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