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 The successful candidate must be able to demonstrate the below experience: Experience working within an events agency or similar live events environment. Strong organisational and multitasking skills. High attention to detail and confidence managing data and communications. Excellent written and verbal communication skills. Comfortable working under pressure and in live event environments. Experience managing delegate registration platforms and databases. Exposure to travel and accommodation coordination. Experience supporting large-scale conferences, exhibitions, or incentive programmes. Calm, professional, and solutions focused. Highly organised and process driven. Personable with a strong service mindset. Passionate about delivering exceptional live experiences. Employee Benefits 25 days annual leave, plus usual Bank Holidays Birthday day off Private Health Insurance* Workplace pension scheme Death in service scheme Cycle to work scheme Hybrid working arrangement Regular social events *Upon successful completion of a 6-month 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 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. Diversity at Strata At Strata, people are at the heart of who we are. We recognise and value the diverse and unique perspectives, experiences, and backgrounds that each individual brings. We are committed to fostering a workplace where everyone feels respected, heard, valued, and empowered. We strive to create an innovative, creative, and inclusive environment where all employees and applicants can thrive. We welcome applications from all suitably qualified individuals, regardless of age, disability, gender reassignment, marital or civil partnership status, pregnancy or maternity, race, religion or belief, sex, or sexual orientation. Recruitment decisions are based solely on merit, qualifications, and business needs. Embracing diversity isn't just our goal, it's our strength, driving us towards a more inclusive future. https://stratacreate.com/