What are the responsibilities and job description for the Manager, Event Planning position at WebMD and Careers?
MedscapeLIVE!, a Medscape Company, delivers MD and HCP audiences across all therapeutic areas. Access MDs and HCPs through MedscapeLIVE! Events.
WebMD is an Equal Opportunity/Affirmative Action employer and does not discriminate on the basis of race, ancestry, color, religion, sex, gender, age, marital status, sexual orientation, gender identity, national origin, medical condition, disability, veterans status, or any other basis protected by law.
End-to-End Event Management: Lead planning and logistics for 4–5 multi-day conferences, including budgeting, floor plans, vendor contracting, F&B coordination, room blocks, staffing, event setup/flow, and securing AV and onsite materials.
- Budget Oversight: Manage event budgets, track expenses, ensure cost-effective solutions, and complete reconciliations with explanations for any variances.
- Stakeholder Collaboration: Work with internal teams, vendors, and medical experts to align event content with audience needs.
- Venue & Vendor Coordination: Maintain strong relationships with hotels, suppliers, and service providers.
- Travel & Onsite Leadership: Travel domestically to oversee event setup, execution, and breakdown.
- Post-Event Analysis: Collect feedback, review metrics, and support ongoing improvements.
- Shipping & Receiving: For 15–20 events annually, create packing lists, coordinate secure shipping, track deliveries, and manage return shipments.
- Inventory Management: Maintain conference supply inventory; receive, unpack, and reorder as needed.
- Process Improvement: Identify ways to enhance workflows and attendee experiences.
Training Participation: Take part in training as directed.
- Thrives in fast-paced, deadline-driven environments
- Strong attention to detail and organization
- Able to manage multiple tasks accurately
- Creative problem-solver who adapts quickly
- Delivers high-quality work with minimal errors
- Results-driven and eager to take on new challenges
- Open to feedback and continuous learning
- Professional, collaborative, and tech-comfortable
- Willing to work weekends and travel as needed
Professional Requirements:
- 3–5 years of event planning experience, preferably in healthcare
- Experience managing multi-day conferences (25–500 attendees)
- Advanced Excel skills and strong Microsoft Office proficiency
- Working knowledge of Google Workspace
- Workfront experience a plus
- Experience in hybrid-remote environments
- Strong written and verbal communication skills
- Ability to manage and prioritize multiple projects independently and with teams
- CMP/CSEP a plus, not required
- 20% domestic travel, including nights and weekends