Congress Events Project Manager (Sliedrecht, Netherlands)

Congress Events Project Manager (Sliedrecht, Netherlands)

Our client is an international strategy company, predominantly specialising in the pharma & life science sector.

Within the healthcare sector, they operate in life sciences, medical services, biotech, and pharmaceutics, conducting business all over the globe, but their main clients and activities are currently based in the US and in Europe.

They are seeking a Congress Events Project Manager who will be a key catalyst in creating a seamless large-scale event experience for their clients globally. Liaising confidently and clearly with external Meeting Owners/Stakeholders as well as internal colleagues, the Project Manager plans, organizes, and delivers a large-scale annual event from the initial conceptualization through to the final invoicing. The goal is to ensure clients’ objectives are met and that events exceed their expectations.

Responsibilities

Project Management

• Develop a detailed plan to translate clients’ requirements into deliverables, and supplier needs, plan and allocate resources, a budget and work plan, and track and ensure all business-critical deadlines are met.
• Monitor and diligently oversee the financial process during various phases of the projects and proactively inform involved parties.
• Proactively communicate to ensure Clients are up to date with all aspects of event planning arrangements throughout the life cycle of the project.
• Conduct post-event debrief with clients and other stakeholders and where relevant, take appropriate actions.
• Ensure delivery of all events in accordance with compliance and client-defined guidelines.
• Ensure projects adhere to the principles and codes of corporate governance.

Event Management System (EMS) Administrative Tasks

• Set up registration process using EMS/Cvent, including registration website.
• Undertake the completion of the invitation & attendee management process including communication, database management & reporting.
• Coordinate Client’s requirements with all internal/3rd party suppliers and service providers (eg. project and faculty-related flights, hotel, and other logistical requirements).
• Process purchase orders/invoices and timely/accurately maintain project finance records.
• Ensure development, production, ordering, and shipping of project materials.
• Monitor all compliance-related tasks, reports, project files, and archives are completed.

Financial Management

• Prepare and maintain budgets throughout the life-cycle of each project.
• Ensure financial tracking of each project and conduct regular health checks to ensure positive cash flow.
• Maximize the profitability of projects including supplier negotiation and up-selling of additional services to clients.
• Execute effective scope management to identify and charge clients for out-of-scope activities.
• Identify, quantify and report cost avoidance/saving measures.
• Submit accurate final reconciliation of projects within agreed timelines.
• Implement cost-efficient time management.
• Compile and analyze financial and project evaluation reports.

Sourcing and Contracting

• Review and negotiate contracts with the relevant 3rd party suppliers and vendors.
• Evaluate meeting locations, countries, cities, and properties and provide strategic advice to clients.

Client Relationship Management and Account Development

• Develop and maintain client relationships at every phase of the project life cycle with a view to supporting the development of existing and/or new accounts.
• Where relevant, liaise with the Account Director regarding new business opportunities and collaborate to further develop and/or close the account.

Onsite Support

• Conduct onsite inspections and undertake planning meetings with all suppliers, where required.
• Be visible on the ground to engage with meetings and/or other stakeholders so as to ensure and manage successful event experiences.
• Where appropriate, engage with key stakeholder(s) to identify possible future meeting needs and provide follow-up.
• Any other duties, as required from time to time.

Qualifications

• Bachelor’s degree preferably in hospitality-related, event management, or similar studies.
• Certified Meeting Professional (eg. CMP) or Digital Event Strategist certification (DES) is a plus.

• 3 6 years of hands-on experience in successfully delivering congress complex large-scale annual events from start to finish, overseeing at a global level.
• Knowledgeable of up-to-date virtual event technologies, industry trends, and competition.
• Strong organizational skills and the ability to work under tight deadlines, multitask and prioritize responsibilities.
• Experience in managing virtual and hybrid event productions.
• Advanced knowledge and experience with virtual platforms.
• Experience in communicating with and advising, senior-level stakeholders.
• Superior interpersonal and communicative skills in the English language written and verbal.
• Experience in managing and coaching others.
• Able to multi-task and deliver quality results under pressure/tight constraints.
• Accuracy, attention to detail, organizational, and follow-up skills.
• Fully proficient in using Microsoft Office suite, proven aptitude for technology and/or software solutions, and analytical skills.
• Experience in working with financial budgets, tools, and financial planning.
• Able to travel extensively, including weekends/public holidays.

Perks

• Hybrid Working Schedule
• Participation in Employee Pension Scheme
• 25 vacation days per year (pro rata)
• 8% Holiday Allowance
• Time for Time Compensation
• Commuting Allowance (Home Office)
• Daily lunch at Office (when working from home, Eur2/day allowance)
• Worldwide travel insurance
• Customized Onboarding/Training Program to kick start your career
• Personal Development Plan, Coaching, and 1:1 Performance Feedback
• Training for all your learning and development needs
• Company laptop and mobile phone for your work

Dynamic international working environment with passionate, multi-cultural, fun-loving and hardworking colleagues.