Meetings and Events Project Co-ordinator

About the role

You will work for one or more of Emota’s clients, organizing and coordinating the logistics of registration, travel, transfers, and accommodation to provide a delegate experience. The role includes national and international travel and supports the Project Manager and designated team in delivering the delegate management experience pre‑event, on‑site, and post‑event. You will be responsible for the delegate experience across a range of meetings and events, including investigator meetings, advisory boards, congresses, conferences, gala dinners, sales meetings, and KOL meetings.

Responsibilities

• Set up and administer event websites, including collation and inputting of delegate details.
• Manage the invitation and attendee management process, covering meeting registration, air travel, housing, and ground transportation.
• Coordinate attendee communications and associated timelines.
• Keep the Project Manager updated on all aspects of delegate arrangements throughout the program.
• Produce signage, badges, on‑site manuals, and other documentation.
• Order currency, uniforms, mobile phones, laptops, and other on‑site equipment.
• Attend events on‑site to support execution.
• Assist with venue selection and production of event proposals.
• Incorporate environmental sustainability considerations into all aspects of the role.
• Set up and maintain client files from event confirmation through completion and evaluation.
• Manage client communications and associated timelines.
• Foster client account development by managing delegate relationships through operational delivery.
• Deliver financial aspects of events following company processes, including budgeting, cost‑avoidance identification, and final reconciliations.
• Comply with company and client invoicing processes and assist with scope management.

Requirements

• 1+ years of event management experience in a corporate setting.
• Strong client liaison skills.
• Team motivator and professional team member.
• Focus on accuracy, consistency, and dedication to customer service.
• Intermediate level Excel proficiency (ability to maintain complex spreadsheets) and competence with the Microsoft Office Suite.
• Enthusiastic, organized, and flexible with a willingness to travel domestically and overseas.
• Experience with Cvent is advantageous.

Benefits

• Comprehensive benefits package.
• Volunteer days.
• Enhanced annual leave with an option to buy/sell.
• 401(k) retirement plan.
• Life and health insurance.
• Additional benefits offered by Emota.