Event Manager

At MJH Life Sciences our success is measured by your success! If you set your standards high and want to contribute to a winning team, we’ll provide you with every opportunity to help grow our company and your career. Our associates come from all backgrounds, sharing one key quality: determination to succeed. We value being Service Focused, having a Passion for Winning, Innovation, Respect, Integrity, and Teamwork. Nothing means more to us than hiring people with these attributes. If you believe you’re right for the job, this is the place to prove it!PURPOSE: Facilitate the logistical planning and successful execution of assigned large, multi-faceted conferences, convention and expo programs. ("Successful" is defined as: within budget and 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, with multiple tracks and affiliated events with an excess of 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. Must be detail-oriented, dependable, computer literate, and have ability 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 will include all meeting logistics, vendor contract negotiation, development and reconciliation of comprehensive budget inclusive of all logistics expenses, and complete oversight of all meeting logistical componentsParticipate in and/or lead program-specific committees though overall event management process.Liaise with Live & Virtual Events Program Managers and business development staff for smooth transition of contracts/agreements/expectations with supportersAdherence to milestone and task deadlines within Workfront workflow for assigned meetings and events, and ensure proper documentation of task and milestone completion maintainedProvide updates to weekly status reportsUtilization of program folder on the company server to archive all program informationPartner with major medical associations for logistics execution of CME/CE satellite symposia following all rules/restrictions in accordance with association guidelinesWhen 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 websiteInitiate, 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 quotesCompare 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 purposesWork with Creative Services in preparing branding plan for meeting or event utilizing venue floor plans and work with venue on development of room set diagramsWork 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 limitationsActive 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 associatesAssigns 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 precons with the ground team.Provide Live & Virtual Events Program Manager with list of staffing needs for successful logistical execution of meeting or eventWork 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 documentationProvide MJH Events’ Shipping Manager with shipping list, inclusive of items from Live & Virtual Events Program Manager, at least 10 days prior to meeting or eventTravels 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 staffOnsite logistics management inclusive of working with and supervising contracted vendors to optimize the execution of their servicesEnsure 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 filesWork with Live & Virtual Events Program Managers on reconciliation of all logistical expenses for assigned meeting and events budgets within the prescribed timeframe for the meeting or event typeAssist in maintaining up-to-date procedures; provide feedback on improving methodsIdentify potential compliance issues and address and/or escalate as neededAdhere to ACCME, OIG, PhRMA, Open Payments Act, EFPIA and other relevant guidelines and restrictions concerning compliance and Pharmaceutical companies, and any other client specific guidelinesAdditional projects and activities as assignedBudget 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 managementHyper-focused on the “attendee experience” and related outcomesExperienced with budget development and reconciliation processOrganized, creative, and efficientStrong customer service orientation and ability to act diplomaticallyExcellent oral and written communication skillsProven ability to work under deadline pressure, both independently and as part of a teamStrict attention to detailExcellent problem-solving skills with proactive approach to thingsAbility to travel/work during the week and on weekends (up to 20%)Proficient with Microsoft Word, PowerPoint, Excel and OutlookMinimum education: Bachelor’s DegreeDuties and responsibilities may be added, deleted or changed at any time at the discretion of management, formally or informally, either verbally or in pensation Range:$60,000 - $70,000, depending on qualifications. Eligible for annual company bonus program or commission incentive based on role. The compensation offered to the candidate selected for this position will depend on several factors, including the candidate's educational background, skills, and professional experience.Benefits Overview:We’re proud to offer a comprehensive benefits package, including:Hybrid work scheduleHealth insurance through Cigna (medical & dental)Vision coverage through VSPPharmacy benefits through OptumRxFSA, HSA, Dependent Care FSA, and Limited Purpose FSA options401(k) and Roth 401(k) with company matchPet discount program with PetAssureNorton LifeLock identity theft protectionEmployee Assistance Program (EAP) through NYLGBSFertility benefits through ProgynyCommuter benefitsCompany-paid Short-Term and Long-Term DisabilityVoluntary Term Life & AD&D Insurance, plus Universal Life Insurance optionsSupplemental Aflac coverage: Accident, Critical Illness, and Hospital IndemnityDiscounts and rewards through BenefitHub#LI-Hybrid 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.

Created: 2025-12-12