Event Manager, Life Sciences, Clinical ; Remote

Event Experience Manager, Life Sciences, Clinical Experience Required

The Event Experience Manager will work closely with the client to understand program goals and objectives, and provide a return on their investment throughout each aspect of the program. The Manager focuses on tactical operations, working with the operations team to deliver optimal services that support those goals. The Manager works efficiently with internal support teams, external clients, and vendors while staying in compliance with corporate and pharmaceutical guidelines.

• Project Management with a consultative approach for virtual, hybrid, or in-person meetings
• Client, financial, and vendor management
• Marketing & sales, event design, and onsite services
• Manage multiple projects on tight timelines
• Event management
• Follow all client mandated SOPs as required
• Digital producer and/or tech support for your own events
• Work with procurement to source and secure event space and guestrooms
• Review and monitor contract terms, space, and guestroom blocks
• Source, secure and manage all required suppliers (e.g., DMC, AV/production, off‑site venues)
• Profile management in event software (Cvent or client system) and maintain accurate event and financial data
• Create and manage program agenda, event resume, specification sheets, and timelines based on SOPs
• Guide clients on website development that produces quality reports to meet budget‑owner needs
• Collaborate with the Attendee Registration Department on all attendee communications, reporting, and housing inquiries
• Guide internal and external teams through effective communication and organized plans
• Schedule and hold internal team meetings (kick‑off, pre‑con, post‑con)
• Collaborate with the Group Travel Department or client‑specified TMC for airline booking to attendees, if needed
• Work with the mobile app team to create an app that meets the client’s event needs
• Act as liaison with vendors and the hotel/venue to provide support and communication required for seamless execution
• Collaborate with the FLOW division to secure gifts and giveaway items meeting client and company SOPs for multiple bids
• BEO review and execution
• Coordinate and schedule required ground transportation using preferred vendors
• Coordinate distribution of travel letters and departure notices
• Marketing, sales and event design services
  • Collaborate with the creative team to design promotional materials
  • Research entertainment options (DJ, band, dancers, performers) to meet theme and budget
  • Create décor and lighting presentations based on theme and budget, working with production companies
  • Create and manage diagrams based on guest counts, entertainment, equipment, A/V, and lighting components
  • Act as liaison between venue and all vendors to produce a seamless show
  • Create production schedule, supervise deliveries, setup, and strike of stage, A/V, lighting, décor, equipment
  • Manage logistics and riders for entertainment companies
• Financial management
  • Understand client financial requirements and deadlines
  • Create and manage budgets
  • Manage all event‑related payment requests and processing
  • Audit and reconcile hotel and other vendor invoices
  • Create cost‑savings worksheets
  • Manage final invoice documents and reconciliations
• Vendor management
  • Source, secure and manage suppliers to deliver best services at effective pricing
  • Negotiate cost savings and manage payment/reconciliation process
  • Communicate event goals, objectives, and specifications to each vendor clearly and effectively
• Onsite services
  • Lead onsite team and vendors, ensuring successful outcomes
  • Manage and lead pre‑con and post‑con meetings internally and with vendors and clients
  • Create and manage onsite execution plan for all staff
  • Host daily staff meetings to keep staff updated
  • Be a true leader onsite for internal team, client, and attendees
  • Create and manage onsite emergency preparedness plan
• Life Sciences clients only
  • Understand policies and issues for events with HCPs in attendance
  • Knowledge of HCP payments (FFS, honoraria, expense reimbursement)
  • Partner with HCP compliance and reporting specialists to meet SLAs

• Reporting to the Manager or Director, Event Experience, Event Management…