Event Management Lead

Impact XM, Leatherhead, England, United Kingdom

Event Management Lead

Impact XM creates strategic experiential solutions that connect audiences and brands through compelling live, virtual, and hybrid experiences. We design and deliver engagements for some of the world’s most innovative organizations—and we’re growing our Life Sciences operations team!

Position Overview

The Event Management Lead plays a key leadership role overseeing the successful planning and execution of pharmaceutical events—including congresses, investigator meetings, advisory boards, and related programs. This person leads assigned teams through full event life cycles, ensures operational excellence, drives best practices, and champions compliance within the pharma event ecosystem. They partner closely with Account Leads and Operations Leadership to deliver high‑quality experiences, outstanding client satisfaction, and strong financial performance.

What

You’ll Do Client + Project Leadership

• Serve as primary operational lead across an assigned book of business.
• Lead client meetings, calls, reviews, and onsite support.
• Deliver projects aligned to client SLAs/KPIs and proactively mitigate risk.
• Partner with internal leads to develop event strategy, deliverables, schedules, and resource plans.
• Ensure client requirements and compliance protocols are embedded in all workflows and communications.
• Support continuous improvement across policies, process documentation, and operational workflows.

Event Delivery + Onsite Management

• Lead highly complex, multi-workstream events from concept through reconciliation.
• Define roles and responsibilities, timelines, milestones, and priorities.
• Manage third‑party suppliers: sourcing, contracting, negotiation, and ongoing communications.
• Lead onsite operations for live, virtual, and hybrid events including staff briefings, run‑of‑show oversight, risk mitigation, and issue escalation.
• Facilitate internal and client debriefs, documenting learnings and recommendations.
• Ensure events are delivered on time, on budget, and to expectations.

Pharma + Compliance Expertise

• Serve as a subject‑matter expert for global pharmaceutical codes and compliance.
• Ensure adherence to PhRMA/EFPIA guidelines, anti‑bribery requirements, HCP limits, privacy/security rules, and transparency reporting.
• Stay informed on emerging policies, best practices, and regulatory changes.

Financial + Budget Management

• Oversee creation, approvals, and reconciliation for complex multi‑stream and multi‑currency budgets.
• Monitor margins, expenses, payment schedules, and PO management.
• Ensure timely reconciliation (within 30 business days or client‑specific requirements).
• Track change orders, enhancements, and revenue opportunities.
• Review Clockify time allocations to ensure accurate resource management.

Team Leadership + Development

• Lead, coach, and mentor direct reports and broader project teams.
• Conduct performance conversations, development plans, and training needs assessments.
  
  Support hiring, onboarding, and ongoing coaching for new team members.
• Foster a culture of collaboration, motivation, accountability, and operational excellence.

Governance + Tools

• Champion use of Impact XM operational tools including PROJECT LAB 360 and Clockify.
• Ensure documents, SLAs, and workflows remain accurate, current, and compliant.
• Reinforce governance across client processes and standard operating procedures.

Who You Are

• Experienced Life Sciences event professional with strong pharma, HCP, and medical compliance knowledge.
• A proven leader of large‑scale congresses, investigator meetings, and advisory boards.
• Confident managing cross‑functional teams, budgets, timelines, and suppliers.
• A strategic problem‑solver skilled in risk management and escalation.
• Calm under pressure, exceptional communicator, and meticulous with details.

About Impact XM

Impact XM is a global event and experiential marketing agency that empowers brands to power business. From events, exhibits and environments to digital engagements and consumer activations, we create experiences that connect brands and consumers in a meaningful way. This ensures we live up to our name by making a positive impact on people’s lives and our clients’ business.

Seniority level

• Mid‑Senior level

Employment type

• Full‑time

Job function

• Management and Manufacturing

Industries

• Events Services

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