Project & Delegate Manager - Pharma

Key Responsibilities

• Act as the first point of contact on a project-by-project basis for both client and delegates
• Efficiently and successfully organise and co-ordinate the logistics and administration of all registration, travel and accommodation requirements
• Manage events ranging from 50 to 150 HCP attendees
• Create logical event timelines/schedules/progress reports and lead internal and external project update meetings
• Maintain event budgets, ensure project cashflow, protect the margin and report on the financials for the client; taking full responsibility of budget management and profit margins; responsibility for reconciliations within expected timeframes
• Collaborate effectively with key suppliers and other client agencies (Med Comms, AV suppliers, Media, PR etc)
• Undertake detailed and creative venue searches based on the client brief and produce detailed and exciting client proposal documents with the confidence to highlight recommendations and considerations
• Oversee accommodation room blocks, including managing attrition and create logical transfer manifests
• Responsibility for event hotlines and corresponding email inboxes and to manage and prioritise responses on a daily basis
• Registration site web builds in Cvent/ Atrium; collate and input guest responses into different types of online databases/ collating data in Excel spreadsheets
• Produce, review, monitor and action all event related documentation, including health and safety documents, crisis management plans, onsite manuals and detailed minute by minute working schedules for the entire team
• Working with client to create delegate communications plan for each event and production of all written delegate communication; proofing and editing of mailing elements and communications
• Provide high-quality on-site management
• Ensure post event financial reconciliation, attendance analysis and industry specific reporting is completed in a timely and accurate manner
• Good housekeeping within server folder and files – ensure all documents are labelled then filled correctly in accordance with Strata / client process
• A strong understanding of client processes
• Adhering to client individual SLA’s at all times
• Meetings Management: Lead all client calls, covering timelines, scope creep and budget management. Lead all internal project calls covering - deadlines and progress, review burn rate on time, identifying scope creep, updating budgets etc
• Demonstrate good knowledge of the project at all times by ensuring all documents including working documents, contract reports and schedules are kept up to date
• Archive event materials in accordance with Strata and client processes – ensure all items are clearly labelled and filed correctly

Job requirements

• The successful candidate must be able to demonstrate the below experience:
• Experience working within an events agency or similar live events environment.
• Strong organisational and multitasking skills.
• High attention to detail and confidence managing data and communications.
• Excellent written and verbal communication skills.
• Comfortable working under pressure and in live event environments.
• Experience managing delegate registration platforms and databases.
• Exposure to travel and accommodation coordination.
• Experience supporting large-scale conferences, exhibitions, or incentive programmes.
• Calm, professional, and solutions focused.
• Highly organised and process driven.
• Personable with a strong service mindset.
• Passionate about delivering exceptional live experiences.

Employee Benefits

• 25 days annual leave, plus usual Bank Holidays
• Birthday day off
• Private Health Insurance*
• Workplace pension scheme
• Death in service scheme
• Cycle to work scheme
• Hybrid working arrangement
• Regular social events
• *Upon successful completion of a 6-month probation period

Our Principles

Diversity at Strata