Event Manager

Purpose

Facilitate the logistical planning and successful execution of assigned large, multi‑faceted conferences, convention and expo programs. Successful execution is defined as on budget, on time, to the satisfaction of sponsors, faculty, and participants while enhancing and supporting the company image. Large, multi‑faceted is defined as 1,500+ attendees, multiple tracks and affiliated events with over 100 exhibitors.

Primary Qualities

Strong background in all facets of large conference, convention and expo planning and contract negotiation including overall logistics planning team lead. Detail‑oriented, dependable, computer literate and able to establish and adhere to deadlines.

Delegation

In‑house: to direct report(s) including event manager(s), coordinator and administrative staff for non‑routine tasks.
On‑site: event manager(s), coordinators, temporary and freelance staff.

Job Description & Responsibilities

Conference Logistics Management (70%)

Total oversight for all logistical facets of assigned conferences, conventions, expos, programs and meetings. Responsibilities include meeting logistics, vendor contract negotiation, comprehensive budget development and reconciliation, and complete oversight of all meeting logistical components.

Participate in and/or lead program‑specific committees through the overall event management process.

Liaise with Live & Virtual Events Program Managers and business development staff for smooth transition of contracts/agreements/expectations with supporters.

Adhere to milestone and task deadlines within Workfront workflow, provide updates to weekly status reports and maintain proper documentation of task and milestone completion.

Utilize program folder on the company server to archive all program information.

Partner with major medical associations for logistics execution of CME/CE satellite symposia following all rules/restrictions in accordance with association guidelines.

When appropriate for meeting or event, prepare copy for accommodations page of meeting or event website, inclusive of dedicated hotel room block reservation link, and provide to Digital Production Services for uploading to website.

Initiate, analyze and compare written quotes from vendors such as venues, audio visual, transportation companies, AV companies and specialty service providers and within cost structure for meeting or event, per stakeholder or client direction, when negotiating with venue and caterer.

Work with Live & Virtual Events Program Manager for meeting or event in the creation of a comprehensive budget inclusive of all logistics expenses based on venue and vendor quotes.

Compare venue and vendor invoices against quotes, mitigate discrepancies as needed, code and submit approved invoices to finance for payment and immediately input into meeting or events’ budget actual cost sections for budget reconciliation purposes.

Work with Creative Services in preparing branding plan for meeting or event utilizing venue floor plans and work with venue on development of room set diagrams.

Work with Creative Services in development of all onsite signage based on MJH Events’ standards, franchise requirements and directives, venue restrictions, and when appropriate association rules, requirements and limitations.

Active management of contracted venue room blocks for meetings and events to ensure adequate housing while mitigating room block attrition based upon regular communication with intradepartmental associates.

Assign meeting room space for convention seminars; oversees the development of meeting space function sheets.

Develop detailed roles and responsibilities document for each conference and conducted pre‑conference briefing and onsite pre‑cons with the ground team.

Provide Live & Virtual Events Program Manager with list of staffing needs for successful logistical execution of meeting or event.

Work with venue to ensure MJH Events’ Crisis Management Plan is completed and provided to Live & Virtual Events Program Manager for inclusion in MJH Associates’ pre‑meeting roles and responsibilities documentation.

Provide MJH Events’ Shipping Manager with shipping list, inclusive of items from Live & Virtual Events Program Manager, at least 10 days prior to meeting or event.

Travels onsite to lead team in overall management of all logistical phases of scheduled events including ancillary activities, set up, move in, tear down and move out.

Provide appropriate briefing and direction to freelance on‑site execution staff.

Onsite logistics management inclusive of working with and supervising contracted vendors to optimize the execution of their services.

Ensure appropriate filing and archiving of interim and completed event logistic components including copies of all venue and vendor proposals, quotes, contracts and invoices; brand plans and room set diagrams; and PDFs of creative layouts and production files.

Work with Live & Virtual Events Program Manager on reconciliation of all logistical expenses for assigned meeting and events budgets within the prescribed timeframe.

Assist in maintaining up‑to‑date procedures; provide feedback on improving methods.

Identify potential compliance issues and address and/or escalate as needed.

Adhere to ACCME, OIG, PhRMA, Open Payments Act, EFPIA and other relevant guidelines and restrictions concerning compliance and Pharmaceutical companies, and any other client specific guidelines.

Budget Management and Reporting (20%)

Prepares comprehensive budget inclusive of all direct hard costs and submits to Program Manager for internal management approval.

Reviews, reconciles, codes, and processes all conference invoices, deposits, and payments and generates preliminary budget reconciliation within 45 days of conferences and final reconciliation within 90 days of conferences.

Other (10%)

Develop and maintain conference‑related Standard Operating Procedures.

Attend departmental/company meetings as required.

Attend site visits as needed.

Performs additional duties as assigned.

Participate in on‑going training and development.

Required Qualifications

• Ability to manage a variety of live event programs including large, multi‑faceted conferences, conventions and expos, single and multi‑day conferences, symposia, CME/CE satellite symposia, large high‑profile receptions, and sales meetings.
• Experienced in all aspects of meeting logistics planning including contracting, venue/logistics management, transportation, audio visual, food & beverage, shipping and on‑site execution management.
• Hyper‑focused on the “attendee experience” and related outcomes.
• Experienced with budget development and reconciliation process.
• Organized, creative, and efficient.
• Strong customer service orientation and ability to act diplomatically.
• Excellent oral and written communication skills.
• Proven ability to work under deadline pressure, both independently and as part of a team.
• Strict attention to detail.
• Excellent problem‑solving skills with proactive approach to things.
• Ability to travel/work during the week and on weekends (up to 20%).
• Proficient with Microsoft Word, PowerPoint, Excel and Outlook.
• Minimum education: Bachelor’s Degree.

Benefits Overview

• Hybrid work schedule
• Health insurance through Cigna (medical & dental)
• Vision coverage through VSP
• Pharmacy benefits through OptumRx
• FSA, HSA, Dependent Care FSA, and Limited Purpose FSA options
• 401(k) and Roth 401(k) with company match
• Pet discount program with PetAssure
• Norton LifeLock identity theft protection
• Employee Assistance Program (EAP) through NYLGBS
• Fertility benefits through Progyny
• Commuter benefits
• Company‑paid Short‑Term and Long‑Term Disability
• Voluntary Term Life & AD&D Insurance, plus Universal Life Insurance options
• Supplemental Aflac coverage: Accident, Critical Illness, and Hospital Indemnity
• Discounts and rewards through BenefitHub

MJH Life Sciences provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.

All employees of MJH Life Sciences are employed “At Will.” This means that either the employee or the Company is free to end the employment relationship at any time, for any reason, with or without cause and with or without notice.