Senior Event Manager – Life Sciences

GENERAL SUMMARY

The Senior Event Manager is responsible for managing and supporting various life science meetings, from the beginning of conception through to the execution and final reconciliation, including budget, HCP Expense, and TOV reporting.

This position is accountable for the day-to-day operation of small to large-scale/budget life science meetings, client management, and reporting on HCP TOV and ROI.

• Lead project manager for small to large-scale projects (>500 attendees) with proven expertise in leading HCP meetings (Advisory Boards, Investigator Meetings, etc), and complex meetings (POAs, Launch, etc), managing the planning, execution, and implementation of assigned event(s)

• Work with, lead, and support the project team to ensure adherence to client and company standards

• Budget development, implementation, and wrap-up report development

• Responsible for building project timelines/plans and managing the project plan to drive the team to meet client and vendor deliverables, as well as anticipate and manage when deadlines may be missed

• Build & QC registration sites and run reports for clients in Cvent 

• Be solution-oriented and forward-thinking when responding to client questions or providing recommendations

• Maintain all historical data for assigned projects

• Analysis and HCP TOV reporting responsibilities of various meetings and conference data for clients

• Supplier procurement and management of contracts to ensure quality and contractual compliance

• Oversee venue communications by managing or overseeing F&B, group resume, event specifications, housing, room block, and final invoice review

• Create and execute accurate and timely HCP contracts based on the client’s templates and guidelines

• May have sponsor/exhibitor fulfillment duties, including prospectus development, exhibitor/sponsor communications, general services contractor, and floor plan management

• May require speaker management to include speaker portal setup, timeline establishment, speaker communications, data collection, and speaker travel/registration management

• Work with the Marketing department on collateral communications and development– theme, concept, design, and implementation

• Special event review, selection, and management

• Survey analysis and provide a compilation of feedback to the client

• On-site event execution to include staff assignments/management (planning team could be up to 15 event staff), venue and supplier management, HCP attendance recording, implementation of event logistics, exhibit/sponsor management, and speaker management, where applicable.  

• Contract Signing Authority up to (50th percentile of average dollar range)

• Other duties as assigned

• 5 years of medical meeting management (congresses, conventions, sales, launch)

• 5 years managing HCP meetings, reconciliation of HCP expenses, and TOV reporting

• Proficiency in Cvent, with demonstrated expertise in managing registration sites and streamlining registration processes

• Strong communication, networking skills, and the ability to successfully manage stakeholder relationships and expectations 

• Proficiency in Smartsheet and SharePoint is preferred 

• Experience in the full management of scientific, medical, commercial, and medical meetings with HCPs and congress/conventions,

• Knowledgeable in negotiating menus to fit within HCP spending limits with hotels and restaurants

• Experience planning international events is a plus

• Agency experience preferred

• Experience with high-level, strategic conference, meeting planning, and extensive knowledge of HCP meal caps US and Non-US

• Bachelor’s degree or equivalent experience

• CMP and/or HMCC certification a plus

• Knowledge of destinations, hotels, and venues nationwide

• Calm and flexible approach to handling the stress of ever-changing demands

• Strong organizational skills and ability to multi-task and prioritize

• Strong leadership skills

• Strong creative problem-solving

• Strategic decision-making ability

WORKPLACE LOCATION REQUIREMENTS

• This is a remote position supporting our Atlanta and Boca Raton teams, as well as the possibility of being on site at client and/or event locations. 

• Ability to travel at least 40%

• Requires flexibility in scheduling, such as the ability to work evenings and weekends to meet client, event, or company needs.