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Event Manager

4 months ago

Cranbury, United States MJH Life Sciences Full time

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 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 clients, 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.)

JOB DESCRIPTION & RESPONSIBILITIES

Conference Management (50%)

  • Total oversight for all facets of assigned conferences, conventions, expos, programs and meetings. Responsibilities will include all meeting logistics, oversee creation of non-marketing digital and print materials specific to the meeting, vendor contract negotiation, budget creation/reconciliation, and complete oversight of all meeting components
  • Participate in and/or lead program-specific committees though overall event management process.
  • Liaise with internal team and business development staff for smooth transition of contacts/agreements/expectations with supporters.
  • Ensure a detailed schedule of all essential activities and deadlines are maintained following kickoff meeting.
  • Contract, work with and supervise third-party vendors in conjunction with Program Coordinator to optimize the execution of their services.
  • Assign meeting room space for convention seminars; oversees the development of meeting space function sheets.
  • Maintain communications with hotel convention services, sales, catering, banquet, AV and services managers; arrange for room set-up, food menus, coffee service and social activities, and coordinate these functions with both conference staff and co-workers.
  • Coordinate conference logistics including: audio visual needs, catering orders, hotels/housing vendor communications and execution.
  • Coordinate and execute pre-convention single day and multi-day seminars, symposiums, conferences, labs, and meetings - includes facility coordination, catering, audiovisual, registration, and staffing.
  • Oversee conference workbook and abstract/proceedings creation and production
  • Oversee conference signage creation, execution and placement.
  • Develop detailed roles and responsibilities document for each conference and conducted pre-conference briefing and onsite precons with the ground team.
  • Travel onsite to lead team in overall management of all phases of scheduled events including ancillary activities, set up, move in, tear down and move out.
Faculty and Poster Presentation Management (25%)
  • Facilitate communications and manage information flow between conference content staff and speakers. Coordinate and maintain all conference program details and changes and communicate changes to co-workers. Coordinate and maintain updates and changes to the online conference website.
  • Coordinate all contractual agreements, folders, contact information, and requests for speakers; approve and reconcile all receipts for speaker travel and hotel arrangements. Manage speaker honorarium and T&E payments; process paperwork through finance department.
  • Manage the conferences moderator program, which includes but is not limited to recruiting, scheduling, and organizing program with onsite room moderator coordinator and preparation of moderator notes for each session.
  • Manage poster abstract submission, review, approval and notification process and work with Director, Expo Services to ensure ordering of sufficient poster boards for poster presentation.
Budget Management and Reporting (15%)
  • Prepare comprehensive budget inclusive of all direct hard costs, and submit for internal management approval.
  • Review, reconcile, code, and process all conference invoices, deposits, and payments and generate preliminary budget reconciliation within 45 days of conferences and final reconciliation within 90 days of conferences.
Other (10%)
  • Coordinate CE application and approval process, if required.
  • Develop and maintain conference-related Standard Operating Procedures.
  • Attend departmental/company meetings as required.
  • Attend site visits as needed.
  • Perform 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 planning including contracting, venue/logistics management, transportation, audio visual, food & beverage, shipping and on-site execution management
  • Extensive interfacing with speakers
  • 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


Duties and responsibilities may be added, deleted or changed at any time at the discretion of management, formally or informally, either verbally or in writing.

#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.