Manager, Conventions and Events

Azurity Pharmaceuticals - US•Raleigh, NC

20h•Hybrid

About The Position

The Manager, Conventions and Events supports the planning, coordination, and execution of Azurity’s national and regional conference presence. This role manages day-to-day conference operations, vendor coordination, internal tracking, compliance follow-through, and budget documentation across a high-volume conference calendar. The ideal candidate is highly organized, detail-oriented, comfortable managing multiple deadlines, and able to keep complex workstreams moving in partnership with internal stakeholders and external vendors. This role sits within Corporate Communications and works closely with brand marketing, sales leadership, Medical Affairs, Compliance, agency partners, interns, and conference vendors.

Requirements

2+ years of experience in event planning, conference operations, project coordination, marketing operations, preferably in the pharmaceutical or healthcare field
Ability to manage multiple events, deadlines, vendors, and details at the same time.
Proficiency with Microsoft 365 tools, including Outlook, Teams, SharePoint, Excel, and related tracking or collaboration platforms.
Experience coordinating vendors, contracts, invoices, budgets, or cross-functional project details.
Excellent organization, follow-through, and attention to detail.
Comfortable working with tight timelines, shifting priorities, and last-minute changes.
Clear written and verbal communication skills.
Experience supporting email campaigns, CRM tools, or pre- and post-event engagement.

Responsibilities

Manage booth reservations, exhibitor registrations, floor plan reviews, conference portal requirements, and related deadlines.
Coordinate with vendors on booth setup, storage, shipping, print materials, branded assets, estimates, and statements of work.
Support hotel blocks, attendee logistics, travel details, and onsite planning needs.
Serve as a day-to-day contact for conference vendors, exhibitor services teams, and meeting planners.
Coordinate ancillary events such as meeting rooms, product theaters, private events, and related logistics.
Maintain the Conference Tracker as the primary source of truth for deadlines, logistics, approvals, and status updates.
Create and maintain detailed conference briefs for priority events.
Support the distribution and tracking of conference-related work across internal team members and interns.
Keep SharePoint folders, Outlook conference folders, contracts, invoices, portal documents, creative files, and shipping details organized by event.
Manage conference approval steps and help ensure required documentation is submitted accurately and on time.
Track compliance portal submissions, approval status, and required follow-up.
Coordinate COI requests, HCP reporting needs, and other applicable compliance requirements.
Submit and track conference contracts through Ironclad or the appropriate legal review process.
Track conference spend across brand budgets and shared cost centers.
Maintain cost splits, actuals, and budget notes for shared conferences.
Support invoice tracking, payment status follow-up, and budget documentation for sponsorships, booth services, AV, food and beverage, shipping, and related costs.
Send attendee communications, including save-the-dates, travel guidance, agendas, and logistics reminders.
Coordinate pre-conference logistics calls and capture questions, expectations, schedules, and next steps.
Support pre-conference engagement efforts, including email campaigns, LinkedIn content coordination, attendee targeting, and teaser communications.
Manage lead retrieval orders, app access, login details, and pickup instructions.
Support post-conference wrap-up, including lead status, follow-ups, lessons learned, and next-year recommendations.
Support a proactive, ROI-focused conference model by keeping planning, execution, and follow-up organized.
Identify opportunities to simplify workflows, reduce missed deadlines, and improve team visibility.

Benefits

Competitive compensation package
Annual bonus based on company performance
Incentive compensation program (Sales Only)
Car reimbursement program (Sales Only)
Gas card (Sales Only)
Medical, dental, vision, and prescription coverage
Hybrid work model
Retirement Savings Plan (401K) with company match up to 5%
Generous time off policy (up to 15 vacation days annually + rollover)
Five sick/wellness days
Company closure between Christmas and New Year's
13 recognized holidays
Tuition reimbursement for undergraduate and graduate level courses or certifications
Azurity High Five peer recognition platform