Senior Event Manger

Jack Morton Worldwide • Dayton, NJ

5d

About The Position

The Senior Event Manager, Healthcare and Pharma plans and executes meetings and special events associated with congresses and conventions for Impact XM clients in the Healthcare and Pharmaceutical industries. This role serves as a liaison between suppliers and organization staff in arranging meetings, events, training sessions, and conference and trade show hospitality suites. The Senior Event Manager will research, evaluate, negotiate with, establish, and maintain relationships with preferred vendors. They will develop proposals, estimated cost models, and budgets, track budget statistics, and prepare management reports for individual events, as well as monthly tracking of annual program spend. This role is responsible for maintaining the budget and budget changes throughout pre-planning, meeting execution, and post-show reconciliation. The Senior Event Manager will lead the selection of meeting/event sites, negotiate hotel, lodging, and meeting space rental contracts, and oversee meeting schedules, materials, and services for multiple meetings/convention needs for recurring clients. They will coordinate registration and payment procedures, promotional advertising and mailings, invitations, and corporate sponsorship activities. This role requires consultation with representatives of client groups or organizations, as well as Impact XM Convention and Meeting Planners to plan meeting and/or convention details. Communication with Convention Management, Housing Bureaus, Hotels, and other entities to secure and manage multi-room “housing blocks” of sleeping rooms and registration/badge needs, as well as meeting spaces and support services (Food & Beverage, AV, etc.) during convention activities is essential. The Senior Event Manager will plan the scope of individual conference activities, including time(s), location(s), and cost(s), tasks including researching compliant venue options and negotiating/securing contracts, preparing SOW, requesting Purchase Orders for approved items, preparing formal estimates, coordinating and securing Audio Visual, creating and sending event marketing communications via email, Cvent, sending and tracking correspondence with attendees, speakers, sponsors, exhibitors, coordinating event publications and syllabus materials, preparing BEO information with event venues, coordinating travel, lodging, and expenses for participants, creating and managing budgets, and working directly with registrants on problems and inquiries. This role involves staffing events and managing onsite event registration, including travel to selected meetings, data entry, and daily administrative functions. Tracking invoices and receipts as requested, and tracking expenses for event budget reconciliation are also key responsibilities. The Senior Event Manager ensures client guidelines and business rules are followed and must have the ability to coordinate multiple meetings simultaneously and meet established deadlines. Coordination of High-profile congress meetings is also a part of this role. The role requires strong knowledge of the pharmaceutical industry, including delivering Congresses, Investigator Meetings & Advisory Boards, and a strong understanding of industry codes of conduct (e.g., PhRMA Code, EFPIA Code), anti-bribery laws, internal healthcare compliance programs and policies, meal and hospitality limits, and acceptable hotel accommodation expenses for healthcare professionals in different countries. The Senior Event Manager will notify client representatives and internal department personnel of arrangements made and upcoming key dates, report on attendee and housing status to clients regularly, manage changes to client requests, and oversee communications to attendees. They will oversee on-site delivery of housing, registration, and badging, and manage the payment process for housing blocks. This role requires travel on-site as needed, acting as a liaison between the meeting facility and planners, inspecting rooms and displays, arranging publicity, special functions, adjusting complaints, and performing other duties to promote goodwill. Recording financial information in Impact XM systems and reviewing/reconciling event bills and credit card statements are also required. The role includes supervisory responsibilities such as inputting timekeeper information weekly, developing, mentoring, and coaching direct reports, providing leadership, motivation, and direction, conducting weekly 1-1 meetings, managing personal development plans, overseeing team adherence to processes, working with the governance team to improve processes, managing line reports' capacity, and approving holidays and lieu days.

Requirements

• Bachelor's degree (B.A. or B.S.) from four-year college or university; and 2+ years’ similar experience successfully executing projects and programs and/or training; or equivalent combination of education and experience.
• Proficiency with registration software programs (i.e. Cvent).
• Experience with Trade Shows, Convention and/or Congress planning, as well as Housing Bureaus is highly desirable.
• Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.
• Ability to write reports, proposals, business correspondence, and procedure manuals.
• Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
• Ability to work with mathematical concepts such as probability and statistical inference.
• Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
• Ability to define problems, collect data, establish facts, and draw valid conclusions.
• Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
• Knowledge of Excel Spreadsheet software and Microsoft Office Word Processing software, Microsoft PowerPoint and Outlook.
• Must be passionate about working with people and be customer-centric.
• Must show good attention to detail.
• Effective communication skills are required: including the ability to make effective presentations; prepare written documentation including proposals, quotations and letters; maintain accurate and complete client and project files.
• Exhibit the ability to multi-task, sell, and operate under severe time constraints and immovable deadlines.
• Good organization, detail and follow-up skills are required.
• Experience in the event marketing or a creative solutions-based agency.
• Thrives in an entrepreneurial and independent environment.
• Embodies flexibility, open-mindedness and receptivity.
• Actively works out solutions.
• Identifies something valuable in being part of a team and ability to effectively collaborate.
• Must be able to develop excellent rapport with existing and prospective clients.
• Must have a good “business sense”.
• Proficient using Microsoft office programs.

Nice To Haves

• Experience with Trade Shows, Convention and/or Congress planning, as well as Housing Bureaus is highly desirable.

Responsibilities

• Serves as liaison between suppliers and organization staff in arranging meetings, events, training sessions, and conference and trade show hospitality suites.
• Research, evaluates, negotiates with, establishes, and maintains relationships with preferred vendors.
• Develops proposals, estimated cost models, budgets, tracks budget statistics, and prepares management reports for individual events, as well as monthly tracking of annual program spend.
• Maintains budget and budget changes throughout pre-planning, meeting execution and post-show reconciliation.
• Leads selection of meeting/event site process.
• Negotiates hotel, lodging and meeting space rental contracts to meet approved budget.
• Oversees meeting schedules, materials and services for multiple meetings/convention needs for recurring client.
• Coordinates registration and payment procedures, promotional advertising and mailings, invitations, and corporate sponsorship activities.
• Consults with representatives of client group or organization, as well as Impact XM Convention and Meeting Planners to plan meeting and/or convention details such as number of persons expected, housing requirements, meeting space desired, food service schedule and payment arrangements.
• Communicates with Convention Management, Housing Bureaus, Hotels and other entities to secure and manage multi-room “housing blocks” of sleeping rooms and registration/badge needs, as well as meeting spaces and support services (Food & Beverage, AV, etc.) during convention activities.
• Plans the scope of the individual conference activities, including time(s), location(s), and cost(s) tasks including: Research compliant venue options and negotiates/secures contracts, Prepare SOW, request Purchase Orders for approved items, Prepare formal estimates, Coordinates and Secures Audio Visual, Create and send event marketing communications via email, Cvent, Send and track correspondence with attendees, speakers, sponsors, exhibitors, Coordinate of event publications and syllabus materials, Prepare BEO information with event venues, Coordinate travel, lodging, and expenses for participants, Create and manage budgets, Work directly with registrants on problems and inquiries.
• Staff events and manage onsite event registration; includes travel to selected meetings.
• Data entry and daily administrative functions.
• Track invoices and receipts as requested; track expenses for event budget reconciliation.
• Ensures client guidelines and business rules are followed.
• Ability to coordinate multiple meetings simultaneously.
• Ability to meet established deadlines.
• Coordination of High-profile congress meetings.
• Experienced in delivering Congresses, Investigator Meetings & Advisory Boards.
• Strong knowledge of industry codes of conduct, such as the PhRMA Code in the United States or EFPIA Code in Europe.
• Understand the implications of anti-bribery laws when interacting with healthcare professionals, vendors, and third-party intermediaries.
• Strong knowledge of internal healthcare compliance programs and policies.
• A commitment to staying informed about changes and updates in pharmaceutical regulations, codes of conduct, and industry best practices.
• Strong knowledge of the meal and hospitality limits set by local regulatory bodies in different countries.
• Strong knowledge of regulations and guidelines outlining acceptable hotel accommodation expenses for healthcare professionals in different countries.
• Notifies Client representatives, as well as internal department personnel of arrangements made, and of upcoming key dates.
• Reports on attendee and housing status to client on regular basis.
• Manages changes to client requests, requesting changes in plan as needed.
• Oversees communications to attendees, in the form of electronic (email) communications, as well as Convention Information documents (for attendees) and Final Housing and Registration Reports (for clients.)
• Oversees on-site delivery of housing, registration, badging delivery for client group at a convention.
• Oversees and manages payment process for housing blocks, including creation of Master Billing with hotels, payments using Impact credit cards and/or working with client for direct client payment.
• Travels on site as needed.
• Acts as liaison between the meeting facility and the planners who work for associations, businesses, and governments.
• Inspects rooms and displays for conformance to needs and desires of group.
• Arranges publicity, special functions, adjusts complaints, and performs other duties to promote goodwill.
• Records financial information in Impact XM systems in a clear and timely manner.
• Reviews/reconciles event bills and credit card statements; approves payment, assists with final client invoice reconciliation.
• Input of timekeeper on a weekly basis.
• Develop, mentor and coach all direct reports ensuring periodic meetings to discuss progress and review development plans.
• Provide consistent leadership, motivation and direction to all team members. This includes weekly F2F meetings and having a presence in the office.
• Conduct and execute weekly 1-1 meetings with line reports.
• Responsible for line reports personal development plans, providing measurable goals and objectives. This includes honest feedback and guidance on where improvements can be made.
• Manage and oversee the team’s adherence to processes.
• Work with the governance team to regularly improve and update processes.
• Helping to manage line reports capacity and suggest solutions for resource requirements to Director for approval.
• Provisional approval for holidays and lieu days for all direct reports, seeking final approval via Director.

Benefits

• We make our careers website accessible to any and all users. If you need an accommodation to participate in the application process, please contact us at [email protected].

What This Job Offers

• Job Type: Full-time
• Career Level: Senior