Events Project & Delegate Manager - Pharma Ops

Job Title: Project & Delegate Manager – Pharma Ops
Location: London / Brackley

We are Strata!

Imagine being part of a fast and exciting brand experience agency whose clients include specialists in new technology, creators of some of the most stunning electric vehicles on the planet, financial institutions, and global leaders in pharmaceutical solutions. As an agency, we elevate these brands and make them heard through immersive and memorable virtual and face 2 face experiences.

As a people-first business, we encourage ambition, support and reward. We’re always listening and open to your ideas, just as we do with our clients.

Our name? It’s Strata, an agency on a mission to be the very best. This means we always want to hear from the very best creative and intelligent souls who genuinely believe that every moment matters.

Job Overview

This role will be working within our pharmaceutical operations team. As Hybrid Project/ Delegate Manager, you will be responsible for the successful delivery of allocated events on time and on budget for a variety of pharmaceutical clients, with a focus on attendee management, in pre-production, on-site and post-production.

You will be the key day-to-day project contact for the client and be responsible for organising and co-ordinating all the logistics of registration, travel and accommodation to ensure a flawless delegate experience. You should have the ability to build registration websites, create bespoke reporting and write/oversee delegate communication plans for the project (save the dates, invitations, registration chasers, joining instructions, departure notices etc).

This role, which includes national and international travel, requires you to have some previous experience in project and/ or delegate management with specific experience of pharmaceutical events such as Congresses and Standalone Meetings.

Key Responsibilities

Key responsibilities will include but are not limited to:

• 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 VIP delegates
• 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
• Collaborate effectively with key suppliers and other client agencies (Med Comms, AV suppliers, Media, PR ect)
• 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
• 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
• Creation of 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

Job Requirements

The successful candidate will be able to demonstrate the following:

• Strong project/ delegate manager with 3+ years of experience working on complex global events (experience of leading pharmaceutical events and/or congresses essential)
• Experience of registration systems (EventsForce, CrowdComms preferred)
• Strong administration and organisational skills
• Ability to take full responsibility of budget management and profit margins
• Excellent communication skills (verbal and written) as well as strong literacy and numeracy skills
• Intermediate Excel skills and a desire to learn more
• Thorough checking processes and fanatical attention to detail
• The flexibility to travel overseas and work from other agency locations in the UK (on occasion)
• Enthusiastic, highly motivated, proactive and methodical

Employee Benefits

• 25 days annual leave, plus usual Bank Holidays
• Health Insurance *
• Workplace pension scheme
• Death in service scheme
• Cycle to work scheme
• Regular social events

*On completion of 6 months’ probation period

Our Principles

We are a people-first brand experience agency with a set of core principles that guide our every action by measuring:

A win for the client
Client success is at the forefront of everything we do. We measure our success by the impact we make for our clients. We strive to exceed your expectations, delivering moments that matter with results that matter.

A win for the company
We believe in long-term partnerships and sustainable growth. When your business prospers, so does ours. Our commitment to excellence and innovation means we’re always ahead of the curve, offering you the best in brand experiences.

A win for the team
Our team is the lifeblood of our agency. We celebrate diversity, promote collaboration, and foster an inclusive culture where every team member feels valued and empowered. When our team thrives, their passion and dedication is reflected in everything we deliver.

A win for you
Whether you’re engaging us for your events, already fostering a career at Strata, or considering one, our goal is to create a win for you. We’re dedicated to providing our employees with an enriching workplace that supports their growth and well-being. For our clients, a win means achieving your objectives and making your brand shine.

A win for the planet
We are committed to making environmentally responsible choices in our work. We recognise our responsibility to minimise our impact on the planet and contribute to a sustainable future. From eco-friendly event practices to conscious resource management, we aim to create events that are a win for the environment.