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About the Role

The Delegate Manager takes the lead on attendee management for meetings and special events associated with congresses and conventions for clients in the Healthcare and Pharmaceutical industries. This role plays a pivotal part in orchestrating and executing pharmaceutical events, including congresses, investigator meetings, and advisory boards.

Responsibilities

Successful delivery of event registration, attendee management and technology projects.
Lead the delegate team on each assigned project in the creation, management and successful delivery of event registration, attendee management and technology projects.
Partake in client update calls for assigned projects, confidently delivering the status of event registration & supporting delegate managers and coordinators.
Pro-actively communicate with clients to resolve queries/challenges on allocated projects and act as an escalation point for your team.
Support RFP responses and pitch documentation.
Attend pitch meetings as required, presenting professionally and passionately to external stakeholders.
Attend internal and external 'kick-off' meetings to understand all requirements for assigned projects.
Support Delegate Managers and Coordinators during kick off meetings.
Take ownership for requirement gathering templates and documentation utilized in the briefing process.
Produce project timelines in conjunction with assigned Project Manager and oversee the creation and management of timelines within the team.
Track all major milestones for delegate management across projects within your team flagging any potential clashes or resource issues.
Effectively prioritize and manage multiple inboxes, personal and project specific, ensuring all team members follow correct processes and SLAs.
Supervise the creation of effective delegate communications throughout the lifecycle of projects, suggesting improvements.
Take responsibility for prompt and accurate client updates of registration data and summaries, interrogating data as necessary.
Ensure that the project is delivered within time frames specified.
Lead reasonably complex projects ensuring the highest quality standards are upheld throughout the project’s life cycle.
Champion and adhere to best practices and use of Touch project management tools.
Attend regular project status meetings throughout project life cycle.
Create & maintain effective delegate communications throughout the lifecycle of the project.
Take responsibility for prompt and accurate client updates of registration data and summaries.
Ensure all client & supplier deadlines for reporting are met.
Create meaningful event reports for client/internal/supplier use.
Lead the delivery of post event reporting, accurate reconciliation of client budgets in a timely manner and in line with client SLAs.
Lead the creation & management of post-event surveys working with internal teams to produce actionable feedback results and analysis.
Ensure compliance with all client and company SLA’s.
Ensure compliance with all client and company privacy and security protocols.
Ensure compliance with GDPR 2018 regulations.
Manage all client and attendee data in a sensitive and careful manner utilizing all quality and security processes in place.
Take responsibility for monitoring and training new team members where required on data handling processes for assigned projects.
Promptly flag to Operations Lead any concerns regarding data privacy.
Ensure post event reconciliations are provided accurately and within client SLA’s clearly showing negotiated cost savings and value adds as required.
Take responsibility for the accurate pass through of all supplier and internal costs to minimize risk to forecasting.
Support Senior Delegate Manager providing data to support ongoing supplier negotiations at a global/organizational level.
Ensure client savings document/ negotiation trackers are completed, maximizing client cost savings.
Ensure all team members are aware of hours allocated in budget and are tracking against their project hours.
Analyze project team time recorded to the job to ensure detail and accuracy.
Suggest effective solutions to improve resource utilization across the lifecycle of the project.
Manage and submit personal expenses and credit card reconciliations within specified timeframes.
Provide consistent leadership, motivation and direction to all junior team members.
Manage junior team members on your project team.
Work collaboratively with the Board, peers and all teams to ensure effective delivery of all client projects.
Attend company training days as and when required.
Attend company meetings as and when required.

Requirements

Experience in preparing written documentation including proposals, quotations and letters.
Maintain accurate and complete client and project files.
Experience with Trade Shows, Convention and/or Congress planning, as well as Housing Bureaus is highly essential.
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.
Ability to write reports, proposals, business correspondence, and assist with process documents.
Ability to effectively present information and respond to questions from, leadership, clients, suppliers, and delegates.

Skills

Excellent data analysis skills – filtering and summarizing data.
Advanced user of Cvent and Microsoft Excel.
Excellent understanding of delegate flight and travel management.
Excellent understanding of room block management, hotel contracts, and attrition management.
Proficient in the use of Touch preferred event technology solutions.
Intermediate capabilities with content update (incl. some HTML knowledge).
Understanding of multi-path registration flows incl. travel & hotel modules.
Proficient in the use of Cvent Event Management Tools.
Proficient in delegate management data and reporting – including the ability to interrogate system based data, and manually manipulate to a high level in Excel or similar.
Microsoft Office Word Processing software, Microsoft PowerPoint, Outlook and registration software programs (i.e. Cvent).

Location

Remote

Work Type

Full-time

Experience Level

Senior

About the Company

At Jack Morton, we design and build head-turning, smile-inducing, impact-driving brand experiences that redefine what experiential marketing can achieve.
We help our clients unlock the full value of experiences by turning bold ideas into meaningful connections.
This is a place where curiosity drives what’s next, boldness raises the bar, and every win is shared.
Where ownership is expected, egos are left at the door, and the work reflects the passion and talent of the people behind it.
Experience without limits—in your work, your growth, and your impact.

Equal Opportunity

Jack Morton is an equal opportunity employer; we strongly value diversity at our companies.
We do not discriminate on race, religion, color, national origin, disability, sexual orientation, gender identity, gender expression, age, marital status, veteran status, or any other basis prohibited by law.