Project Executive

Position title: Project Executive

Job purpose: To support the Project Manager and other Account Team members in all aspects of the event management process to the highest standards. To accurately deliver all delegate and database management processes.

Reports to: Account Manager

Key responsibilities

Delegate and database management:

  • Set up and administer event websites – including collation and inputting of delegate details
  • Manage the invitation and attendee management process including meeting registration, air travel, housing and ground transportation, as required
  • Manage delegate requests and communicate programme and logistical information
  • Manage attendee communications and associated timelines
  • Ensure Project Manager is up to date with all aspects of delegate arrangements throughout the course of the programme
  • Manage housing lists based on delegate information and cross-referencing data sources
  • Maintain databases and company information systems where applicable
  • Use client driven systems where applicable
  • Ensure all business critical deadlines for delegate management and communication are met for each programme
  • Ensure Project Manager has current database reports, including travel, housing and ground transportation, for client meetings and project management

Project Management:

  • Assist with selection of venues and production of event proposals
  • Produce and arrange despatch of delegate packs and other information
  • Produce signage, badges, on-site manuals and other documentation as required
  • Order currency, uniforms, mobile phones, laptops and other on-site equipment as required
  • On-site attendance at events as required

Client liaison and development:

  • Setting-up and maintenance of client files from confirmation of event to completion and evaluation
  • Manage client communications and associated timelines
  • Manage client requests and communicate programme and logistical information
  • Foster the development of the client account by managing delegate relationships through exceptional operational delivery

Financial management:

  • Accurately deliver financial aspects of events in line with company processes and procedures
  • Assist with identification and documentation of cost avoidance / saving measures
  • Comply with company and client invoicing processes
  • Cost efficient time management
  • Assist with effective scope management
  • Assist with preparation of budgets and final reconciliations within agreed timelines


  • Attendance and contribution at team and company meetings
  • Effective interaction with other departments – e.g. IT, Finance and HR etc.
  • Accurate written and verbal communications
  • Display an understanding of compliance, including ABPI and Pharma guidelines
  • Comply with all company and client policies and procedures, including those relating to health and safety and crisis management
  • Comply with all client and company privacy and security protocols
  • Achieve all client and/or company driven Service Level Agreements (SLAs) for all events
  • Maintain good long-term relationships with hotels, venues, and suppliers to ensure the best value for money for clients
  • Develop and apply a good knowledge of the company’s range of services
  • Develop and apply a good understanding of clients’ businesses and products
  • Assist new starters in the role of ‘Buddy’ when required
  • Understand and apply the company’s Vision, Values and Strategy always

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