Meeting & Event Specialist – Strategic Customer Events

Job description

Work Schedule Standard (Mon-Fri) Environmental Conditions Able to lift 40 lbs. without assistance, Office Job Description As part of Thermo Fisher Scientific's Corporate Strategic Meeting Management team, the Meeting & Event Specialist – Strategic Customer Events plays a key role in the operational planning and execution of BIO and ADLM , the company's two flagship cross-divisional customer-facing events. Unlike traditional business event planners who support a single division, this role serves as the enterprise project manager responsible for coordinating event execution across multiple participating businesses, functional teams, suppliers, and agencies. Working closely with Customer Marketing, divisional marketing teams, commercial leadership, Corporate Communications, and external partners, this position translates strategic direction into detailed execution plans while enabling participating businesses to remain focused on customer strategy, messaging, and commercial priorities. Reporting to the Sr. Manager, Strategic Event Operations, this role is responsible for the day-to-day planning, coordination, and onsite execution of BIO and ADLM. Success requires exceptional project management, operational excellence, stakeholder coordination, and the ability to manage highly complex initiatives in a collaborative, fast-paced environment. What Will You Do? Enterprise Project Management Lead the end-to-end planning and execution of BIO and ADLM, translating strategic direction into detailed project plans, timelines, budgets, and execution schedules. Develop and maintain project documentation, planning calendars, action logs, and governance processes to ensure successful delivery from kickoff through post-event evaluation. Facilitate planning meetings, monitor project progress, proactively manage risks, and drive accountability across participating teams. Serve as the primary operational project manager, ensuring all planning activities remain aligned with business objectives and execution milestones. Cross-Functional Stakeholder Leadership Serve as the central operational point of contact for BIO and ADLM, coordinating activities across Customer Marketing, participating businesses, Corporate Communications, Procurement, Finance, external agencies, and suppliers. Build strong relationships across a highly matrixed organization while facilitating communication, decision-making, and stakeholder alignment throughout the planning process. Prepare project updates, planning materials, and status reporting to support leadership reviews and executive decision-making Vendor, Exhibit & Event Operations Manage relationships with exhibit houses, production agencies, venues, show management, and other event partners to deliver all operational aspects of BIO and ADLM. Coordinate booth fabrication, graphics, sponsorship deliverables, shipping, exhibitor services, meeting spaces, hospitality areas, customer engagement experiences, and onsite logistics. Oversee vendor timelines, production schedules, installation, dismantle, and onsite operations while ensuring quality, budget, and service expectations are achieved. Identify opportunities to improve operational efficiency, adopt industry best practices, and enhance the overall event experience. Financial Management Work with stakeholders to develop and manage event budgets, forecasts, and financial reporting throughout the planning lifecycle. Monitor expenditures, contracts, purchase orders, invoices, and reconciliation activities while ensuring compliance with Procurement and Finance requirements. Maintain accurate project documentation and identify opportunities to maximize cost efficiency without compromising execution quality. Continuous Improvement Lead post-event debriefs with internal stakeholders, participating businesses, and suppliers following BIO and ADLM. Evaluate event performance, capture lessons learned, and incorporate improvements into future planning cycles. Maintain comprehensive event documentation to support continuity and year-over-year enhancement of BIO and ADLM. Education & Experience Bachelor's Degree preferred in Event Management, Hospitality, Marketing, Communications, Business, or related field, or equivalent professional experience. Minimum 5 years of experience in corporate event management, conference planning, trade show management, exhibit marketing, or related discipline. Demonstrated experience managing large-scale, highly visible events involving multiple stakeholders and complex operational requirements. Experience working with exhibit houses, production agencies, venues, show management, and external suppliers. Experience working within a large, global, matrixed organization preferred. How Will You Get There? Our ideal colleague is an exceptional project manager who enjoys bringing structure to complexity. You thrive in highly collaborative environments and excel at coordinating diverse stakeholder groups toward a common objective. You possess outstanding organizational skills, exceptional attention to detail, and the ability to manage multiple workstreams simultaneously while maintaining focus on the overall project. You are equally comfortable leading planning meetings with senior leaders, negotiating with suppliers, reviewing production schedules, and resolving operational issues onsite. You anticipate challenges before they occur, communicate proactively, and remain calm under pressure. Most importantly, you understand that successful enterprise events require more than flawless logistics—they require collaboration, influence, and the ability to unite multiple organizations behind one customer experience. Hiring Qualifications Minimum 5 years of experience in event management, conference planning, exhibit marketing, trade show management, or related disciplines. Demonstrated experience managing multiple complex projects simultaneously. Strong project management, organizational, and stakeholder management skills. Experience working directly with senior leaders and cross-functional stakeholders. Demonstrated budget management, vendor management, and financial reconciliation experience. Excellent written, verbal, facilitation, and presentation skills. Willingness to travel approximately 25–35%, including onsite event support and occasional evenings and weekends. Must have unrestricted work authorization. This position has not been approved for relocation assistance.