Content & Speaker Project Manager

Job Purpose

As Content & Speaker Project Manager you will play an important role in implementing our clients’ objectives, addressing the clients’ business challenges, working in collaboration with colleagues in the Strategy & Planning, Creative, Digital disciplines, and the Integrated Production team to deliver the project on time, on budget and on brief.

GPJ will look to the Content & Speaker Project Manager to work either independently on a project or be a key player on larger projects, under the guidance of the Executive Producer. As Content & Speaker Project Manager, you will champion your area of Integrated Production expertise within the business, providing excellent service to our clients, commercial success for GPJ and the continued growth and development of your competency across the agency’s Integrated Production team. 

The Content & Speaker Project Manager is responsible for all breakout and small session content on some of our largest projects. You will be responsible for over 800 speakers and 800 sessions,  held across 5 days on site. A key element to this role is creating and managing the full schedule of those sessions. This role also includes setting up all speaker documents via our content management system, project managing speaker requirements from start to finish and ensuring these are fed into the overall project timeline, as well as being a key point of contact for senior clients . You will work closely with speakers to ensure they understand the requirements from them. A passion for detail will be a critical element of success for this role.

Key Responsibilities 

Content Management 

  • Working closely with clients to create full schedule for all sessions across the event programme (approx 800 sessions)
  • Responsible for configuration and management of the BOH programs such as Session Catalogue, Schedule Builder, and Speaker Resource Centre (SRC)
  • Managing session enrolments and monitoring the schedule builder
  • Managing all deliverables and timelines for the Content Programme
  • Working closely with client Session Group Managers (approx 30 SGM’s), to pull together all required content whilst ensuring that SGMs meet all their deliverables
  • Run regular SGM calls throughout key project months, presenting key deliverables, timelines etc.
  • Managing speaker and SGM registration
  • Allocate Room Monitor resources, manage and brief all Room Monitors
  • Management of Session Scanners and working with Rainfocus on session access rules and configuration

Operational Delivery

  • Responsible for the creation and ongoing management of project timelines and plans to ensure programmes are on track and in line with the overarching project plan
  • Responsible for proactively advising the project lead/client on all and any delivery and operational considerations
  • Develop and/or approving budgets, timelines and supplier contributions, in response to specific client and business needs
  • Accountable for the quality of delivery within yours and your direct team’s remit, including the provision of proactive operational expertise to the client / project lead as require 
  • Work with Technical Production on all session room layouts, technical requirements, and room configurations 
  • Work closely with F&B and Logistics on furniture and room set up requirements

Creative

  • Work in close partnership with the Creative Directors and Strategists to identify and meet the clients’ strategic objectives whilst adhering to all operational considerations and parameters
  • Lead key client and internal meetings to provide input / expertise related to production elements within yours and your team’s remit 
  • Maintain ongoing cross-and inter-agency collaboration to ensure an aligned approach for meeting client objectives 
  • Brief technical design teams on floor planning specific to session room requirements
  • Manage presentations by working with graphics ops and content support teams

Talent Management

  • Understand and be able to communicate knowledge of the skill sets and abilities across the Integrated Production department
  • Support the Integrated Production Leadership Team with successfully casting the appropriate resource to the accounts and projects
  • Demonstrate leadership attributes, managing substantial teams across the business, supporting  change, managing yours and your team’s workload, instilling best practice
  • Ability to clearly communicate performance expectations to your direct reports and line manager
  • Ability to nurture, grow and develop your direct reports and project team
  • Drive, support and champion Talent initiatives where agreed and necessary  

Client Relationships

  • Work in close partnership with the Executive Producers to ensure successful management and retention of key clients and projects
  • Partner with clients to provide strategic oversight and counsel on deliverables, managing client expectations accordingly
  • Collaborate with the Executive Producers on understanding and informing clients’ objectives, ensuring project outputs meet these objectives and deliver great results and unlock future opportunities
  • Articulate, write and present a clear vision of project success, in order to gain the confidence of a client audience, providing guidance and counsel where relevant

New Business Development

  • Support the pitch lead when required, by managing all Integrated Production elements of the pitch process 
  • Responsible for providing timely and accurate support and guidance on RFPs 
  • Contribute towards the commercial requirements and third party budget requests for relevant areas of a pitch brief 
  • Attend and present pitch presentations when required 
  • Actively promote GPJ through best practice
  • Understand the vision and strategy of GPJ and spot opportunities to support commercial growth

Finance

  • Support the Head of Department with scoping for all and any Integrated Production requirements within new projects, with a commercial focus on the use of people’s time 
  • If assigned as project lead (on mid-to-large scale deliveries) you will be accountable for the profitability of the overall project, protecting the commercial health of projects including the ongoing management of the SOW
  • Work in close collaboration with the Executive Producer on the ongoing management of project forecasting  
  • Work with the account leads to identify commercial opportunities within your area of the business 
  • Responsible for overseeing and approving high-value vendor quotes and change orders, with an continuous focus on how to drive value, profitability and efficiency
  • Lead on, or supporting the Executive Producer with, numerous timely and accurate budget reconciliations simultaneously, often across multiple currencies 
  • Ongoing evaluation of job/cost reports and timesheets – proactively addressing issues and making recommendations ahead of time 

About you

  • You demonstrate a calm and positive attitude
  • You are curious to constantly question, innovate, be open to and identify new ways of working 
  • You inspire your team to learn, grow and be curious
  • You provide healthy challenge to clients and colleagues in order to get to a more successful result/outcome
  • You are adaptable and open to unexpected requests and ways of working 
  • You are always willing to help other people within the project, across departments
  • You’re curious and eager to learn about the industry, clients’ business and tech solutions 
  • You are solutions focused and a creative problem solver 
  • You’re a challenger who is always looking to improve work rather than, ‘we’ve always done it like this’!
  • You  are persistence to follow up with stakeholders and clients but demonstrate empathy in understanding the agency and Executive Producers workload 
  • You are truly passionate about planning and delivering a best-in-class event
  • You have the ability to adapt your working style and practises quickly to respond to different projects in terms of scale, content, complexity

Your Background, Skills & Experience

  • Experience of producing and managing complex schedules, ideally within large scale events
  • An understanding of technical requirements for large, complex speaker session rooms
  • Experience with Rainfocus Tool (or similar) Content Management System is essential
  • Strong project management and clean relationship skills
  • An  effective communicator who is honest, clear and constructive with your communications 
  • Active listening skills and can remain open-minded in all situations
  • Ability to lead and support courageous conversations
  • Decisive, with the ability to make several decisions at once, and quickly
  • Previous management experience
  • Experience of managing complex project/s
  • Experience of managing budgets 
  • Strong understanding of financial software
  • Experience of responding and delivering to clients with digital, social media or tech solutions
Apply now