Event Experience Manager, Life Sciences Congress Experience Required

Job description

**This position is listed on behalf of a partner company, who manages all applications and next steps. Our partner is looking for an Event Experience Manager, Life Sciences Congress Experience Required based in United States.** This role leads the planning and execution of complex life sciences meetings, congresses, and events across virtual, hybrid, and in-person formats. You will serve as a trusted operational partner to clients, translating program objectives into seamless and impactful event experiences. The position combines project management, vendor coordination, financial oversight, event technology, and onsite leadership. You will manage multiple programs simultaneously, often working against demanding timelines and detailed pharmaceutical or client compliance requirements. From sourcing venues and suppliers to overseeing registration, production, travel, and onsite execution, you will own critical event details from start to finish. The role also requires specialized knowledge of healthcare professional (HCP) programs, payments, compliance, and reporting. This remote opportunity offers the chance to work with diverse internal teams, clients, vendors, and stakeholders while delivering high-quality experiences in the life sciences sector. ### Accountabilities - Manage virtual, hybrid, and in-person meetings using a consultative project management approach aligned with client goals and objectives. - Manage multiple events simultaneously, maintaining timelines, priorities, deliverables, and service standards under tight deadlines. - Serve as a primary operational liaison for clients, internal teams, venues, suppliers, and other key stakeholders. - Source, secure, and manage venues, guestrooms, DMCs, AV and production partners, off-site venues, transportation providers, and other event suppliers. - Review and monitor contracts, space commitments, guest room blocks, BEOs, event specifications, and related documentation. - Manage event profiles and data in Cvent or comparable event management platforms, ensuring registration, attendee, and financial information remains accurate and current. - Develop and maintain agendas, event resumes, specification sheets, timelines, process documentation, and onsite execution plans. - Coordinate attendee registration, communications, reporting, housing inquiries, travel arrangements, mobile applications, and related event technology. - Partner with creative, marketing, production, and event technology teams to develop promotional materials, event content, décor, lighting, entertainment, diagrams, and production schedules. - Coordinate vendor logistics, entertainment riders, deliveries, setups, strikes, ground transportation, travel communications, and onsite requirements. - Build and manage event budgets, payment requests, invoice audits, reconciliations, cost-saving initiatives, and final financial documentation. - Negotiate with suppliers to secure effective pricing while maintaining service quality and meeting program specifications. - Lead pre-con, onsite, and post-con meetings, including daily staff meetings and vendor coordination sessions. - Provide onsite leadership to internal teams, clients, vendors, and attendees while managing emergency preparedness and execution plans. - Follow all client-mandated SOPs and applicable pharmaceutical and corporate guidelines throughout the event lifecycle. - For life sciences programs, understand requirements related to HCP participation, fee-for-service payments, honoraria, expense reimbursement, compliance, and reporting. - Partner with HCP compliance and reporting specialists to meet client service-level requirements and maintain appropriate documentation. - Identify opportunities to improve event delivery, maximize resources, and generate strong return on investment for clients. ## Requirements - College degree or equivalent professional experience. - 5–7 years of experience in the meetings and events industry, specifically in event operations. - At least 3 years of experience managing life sciences programs, sales programs, and/or clinical program-related events. - Demonstrated experience planning and executing life sciences congresses or similar pharmaceutical events is required. - Strong understanding of virtual, hybrid, and in-person event formats. - Experience managing multiple complex projects simultaneously while maintaining quality and meeting demanding deadlines. - Familiarity with event management and registration platforms, with Cvent experience preferred. - Strong financial, vendor, contract, and budget management capabilities. - Proficiency in Microsoft Office, including Outlook, Excel, OneNote, Word, and PowerPoint. - Excellent written and verbal communication skills in both client-facing and internal environments. - Strong organizational skills, attention to detail, resourcefulness, and the ability to prioritize competing demands. - Ability to develop creative solutions and high-quality deliverables within constrained timelines and available resources. - Comfortable working collaboratively with clients, vendors, creative teams, production partners, and cross-functional internal departments. - Experience working in a virtual or distributed office environment is a plus. - Willingness and ability to travel approximately 35% domestically and internationally for onsite events. - Strong interpersonal skills, consultative mindset, emotional intelligence, and a commitment to delivering exceptional client experiences. ## Benefits - Competitive salary. - Remote work-from-home flexibility across eligible U.S. locations. - Option to work from a corporate headquarters near Milwaukee. - Health, dental, vision, and life insurance options. - 401(k) retirement plan. - Paid holidays. - Accrued paid time off for vacation and sick leave. - Company-provided laptop, additional monitor, and mobile phone. - Global Giveback program supporting volunteer service. - Opportunity to work across virtual, hybrid, and in-person event environments. - Exposure to major life sciences, pharmaceutical, and healthcare-related programs. - Collaboration with diverse internal teams, clients, vendors, and international partners.