Project & Delegate Manager - Pharma

Job Title: Project & Delegate Manager - Pharma

Location: London and Brackley - Hybrid (plus travel as required)

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

The Project & Delegate Manager is responsible for managing event projects while owning the end-to-end delegate experience. This role plays a key part in ensuring events are delivered smoothly, on time, and within budget, while delegates receive a seamless, well-managed experience from invitation to post-event follow-up.

Working within a fast-paced events agency, the role requires strong organisation, attention to detail, excellent communication skills, and the ability to remain calm under pressure - particularly during live event delivery.

We are looking for a candidate that is agile and flexible with a professional and calm headed working style who is process driven, consistent and has impeccable attention to detail.

*Experience of working on pharmaceutical events is essential.

Key Responsibilities

• 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 HCP attendees

• 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; taking full responsibility of budget management and profit margins; responsibility for reconciliations within expected timeframes

• Collaborate effectively with key suppliers and other client agencies (Med Comms, AV suppliers, Media, PR etc)

• 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

• Registration site web builds in Cvent/ Atrium; 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

• Working with client to create 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

• Good housekeeping within server folder and files – ensure all documents are labelled then filled correctly in accordance with Strata / client process

• A strong understanding of client processes

• Adhering to client individual SLA’s at all times

• Meetings Management: Lead all client calls, covering timelines, scope creep and budget management. Lead all internal project calls covering - deadlines and progress, review burn rate on time, identifying scope creep, updating budgets etc

• Demonstrate good knowledge of the project at all times by ensuring all documents including working documents, contract reports and schedules are kept up to date

• Archive event materials in accordance with Strata and client processes – ensure all items are clearly labelled and filed correctly