Emota - Meetings and Events Senior Project Manager, Sourcing and Contracting

• Project Management: • Project Management: • · Lead the project from a client, internal team, and external partner perspective, with a primary focus on early-stage planning, venue sourcing, and contracting activity • · Manage projects during the sourcing and pre-delivery phases, being an important client contact and ensuring a seamless transition to delivery teams • · Shape and manage client briefs, ensuring you define requirements, goals, and sourcing strategies and align them with budget, compliance, and delivery considerations • · Lead the end-to-end venue sourcing and contracting process, managing hotels and venues from initial feasibility through to contract negotiation and confirmation • · Work in close collaboration with the Emota Venue Sourcing Team and third-party suppliers, promoting partnerships co-ordination • · Present venue options, recommendations, and costings to clients and team members, supporting informed decision-making • · Produce and circulate clear, structured project communications (e.g. status updates, sourcing summaries, and handover documentation) to our teams and external partners • · Conduct site inspections and planning meetings with venues and suppliers, before handover to delivery teams • · Ensure all sourcing and contracting activity follows regulatory, compliance, and client-defined guidelines • · Attend selected national and international meetings, events, and industry engagements • Client Liaison and Development: • · Develop trusted relationships with clients through regular engagement • · Lead client meetings during the briefing, planning, and sourcing phases, ensuring you define goals well • · Act as a senior contact for clients during venue sourcing and contracting activity, keeping them informed of progress, options, and important decisions throughout • · Identify new opportunities for our business development to share with a Client Engagement Director • · Contribute to the preparation and presentation of event proposals, venue recommendations, and costings, ensuring agreement on client needs and commercial goals • · Lead client planning meetings focused on sourcing and venue selection • · Manage preparation of supportive meeting planning materials for client planning meetings • · Provide structured updates to clients throughout the sourcing and contracting lifecycle, ensuring transparency and confidence in planning • · Be a subject matter expert for assigned client accounts, guiding and supporting colleagues with venue strategy, contracting best practice, and client‑specific requirements • Budget Management: • Budget Management: • · Lead the development of event budgets during the sourcing and contracting phase, using company financial systems and tools • · Lead the preparation, maintenance, and refinement of budgets from initial estimates through to handover to delivery teams • · Approve all client invoices before dispatch associated with venue sourcing phase • · Identify, measure and communicate cost avoidance and cost-saving opportunities achieved through sourcing strategy and commercial negotiation • · Ensure compliance with company and client invoicing and financial processes • · Log time for the project • Development and Management: • · Provide ongoing mentoring, coaching, and practical guidance to team members on venue sourcing, contracting, and negotiation best practice • · Be the senior escalation point for venue contracting or supplier challenges, offering guidance and solutions to support team success • · Contribute to the continuous development of sourcing processes, templates, and best‑practice guidance, supporting capability building across the wider team • General: • · Be an ambassador for the agency • · Attend and contribute at team meetings • · Collaborate with other departments to ensure the delivery of client goals • · Work towards client and our service level agreements (SLAs) for all events • · Understand, apply, and promote our mission, vision, and values • · Comply with all company and client procedures, including those relating to Health & Safety, privacy and security • · Display an understanding of compliance, including ABPI and PhRMA guidelines, when working with healthcare clients • · Comply with all client and company privacy and security protocol • · Apply a knowledge of our range of services • · 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 … • · Previous experience (5+ years) of managing and delivering meetings and events in a corporate setting (ideally internationally) • · A working knowledge of international cities, venues and hotels specifically in Europe and America • · Experience managing event budgets from creation through to revisions and reconciliation • · Meeting and event project management and resource skills • · A customer-centric approach to event delivery • · Proficiency in a range of event management software, project management tools and Microsoft 365 suite (including Excel and ability to maintain complex spreadsheets) • · Whilst this role has limited travel, the company will require the flexibility and desire to travel both nationally and internationally to industry and supplier events, albeit less so than a meetings and events delivery role • · Experience working with Pharmaceutical/Healthcare clients is preferable