Event Manager Meetings & Events – Life Sciences

HR & Onboarding•Dayton, NJ

About The Position

Impact XM creates immersive experiences for both virtual and in-person events. We’re seeking an Event Manager, Congress, Meetings & Events – Life Sciences to join our growing team. In this role, you’ll play a key part in planning and delivering high-impact meetings, congress activations, and special events for our Healthcare and Pharmaceutical clients. If you thrive in a fast-paced environment, love building relationships, and have a passion for exceptional event execution—this role is for you.

Requirements

Bachelor’s degree and 2+ years of experience in event, congress, trade show, or convention planning; housing bureau experience is a plus.
A passion for working with people and delivering exceptional customer service.
Strong attention to detail with excellent organizational and follow-up skills.
Outstanding verbal and written communication skills—able to present effectively, create clear proposals, and maintain accurate documentation.
Ability to juggle multiple projects, manage tight deadlines, and adapt quickly.
Entrepreneurial mindset—independent, resourceful, and solutions-oriented.
Flexible, open-minded, and highly collaborative.
Ability to build rapport quickly with clients and partners.
Strong business sense and problem-solving abilities.
Proficiency in Microsoft Office.

Nice To Haves

Experience within an event marketing or creative solutions agency preferred.

Responsibilities

Serve as the primary liaison between suppliers and internal teams to coordinate meetings, events, training sessions, and conference hospitality suites.
Research, evaluate, negotiate, and maintain strong relationships with preferred vendors.
Develop proposals, cost estimates, and event budgets; track financials and provide reporting for individual events and annual program spend.
Maintain and manage budgets throughout pre-planning, onsite execution, and post-show reconciliation.
Lead the venue and meeting/event site selection process.
Negotiate hotel, lodging, and meeting space rental contracts to meet approved budgets.
Oversee schedules, materials, and services for multiple meetings and conventions for recurring clients.
Coordinate event registration, payment processes, promotions, invitations, and sponsorship activities.
Partner closely with client representatives and Impact XM planners to determine event logistics—attendance, housing, meeting space, catering, schedules, and payment arrangements.
Work with convention management teams, housing bureaus, hotels, and other partners to secure and manage room blocks, registration, badging, and onsite support services (F&B, AV, etc.).
Oversee attendee communications, including email updates, convention information packets, and final housing/registration reports.
Manage onsite housing, registration, and badge distribution during events.
Oversee payment processes, including master billing, credit card use, and client-direct payments.
Travel to onsite event locations as needed.