Project Manager - Meetings Management

BCD Travel; Madrid; Hybrid; EUR 32,000 - 39,000; Full time

Benefits offered by this job

Flexible working

Growth opportunities

Employee voice

Career mobility

Comprehensive benefits

Job summary

BCD Meetings & Events seeks a Project Manager – Meetings with Life Science expertise to lead client events from concept to execution across multiple programs. You will be the go-to planning contact for Client Event Organizers, ensuring venues, timelines, budgets and stakeholder expectations are met.

You will manage budgets, vendor relations, attendee coordination, venue sourcing and e-RFP processes, while traveling up to 25% and collaborating across regions.

Qualifications

• Sound experience in meeting/program planning.
• Experience on a Life Sciences client.
• Proficiency in Microsoft Office applications.
• French and English language proficient in both oral and written communications.

Responsibilities

• Oversee planning and execution of programs, ensuring timelines and client financial controls.
• Provide advice on best practices, compliance, and cost savings for events.
• Create and communicate budgets throughout planning, with reconciled final budgets.
• Manage supplier negotiations and relationships.
• Conduct venue research, preliminary budgeting, and manage the e-RFP process.
• Track attendee registrations and communications with hotels regarding room blocks and cancellations.
• Build client websites for information collection and registration, ensuring compliance requirements are met.
• Meet deadlines for reporting, audits, and ensure supplier billing compliance.
• Assist in developing SOPs and best practices to enhance operations across regions.

Skills

Meeting planning

Life sciences

MS Office

French

English

Tools

Cvent

Job description

About Us:

At BCD Meetings & Events (BCD M&E), we provide more than meeting and event planning services: we create connections that inspire, motivate and change behavior for our customers. As the world’s most trusted and innovative meetings and events agency, BCD M&E cultivates a culture of people, passion and purpose to drive business forward.

Headquartered in Chicago, with locations in 60+ countries across the world, BCD M&E’s team of 2,000+ people are committed to sustainability and driving success for our customers, our business and ourselves. Our values are at the heart of everything we do, and we look for people that want to be a part of something special, can rise to our standards and love to bring their unique perspective to the table.

While we can’t guarantee every day will be the best (who can?), we can promise a community of people who genuinely care and lead with empathy, a flexible workplace with awesome perks and challenging work that means something.

See what life is about at BCD M&E at bcdme.com/careers

At BCD Meetings & Events, we believe the best outcomes come from combining human expertise, innovation and responsible AI. We're investing in technology and talent to help our teams solve complex challenges, create exceptional experiences, advance more sustainable event practices and deliver stronger outcomes for clients around the world. AI supports how we work, learn and innovate, but people remain at the center of every decision, including all hiring decisions.

Project Manager – Meetings Management (Life science expertise)

Permanent, hybrid – Madrid, Spain

Please note that it will be required to work from the client’s office 3 days a week. The office is located in Paseo de la Castellana (Nuevos Ministerios area).

About the role:

Ready to plan unforgettable experiences? As our Project Manager - Meetings , you will be fully dedicated to a client in the Life Science industry. You’ll be the go-to person for bringing client events to life—from sourcing dream venues to making sure every detail runs perfectly. You’ll juggle exciting projects, work closely with clients, and see your work come to life in unique destinations.

You will work on a variety of programs simultaneously and will serve as the day-to-day planning contact for each respective Client Event Organizer.

As Project Manager - Meetings, you will:

• Program Development & Execution : Oversee planning and execution of programs, ensuring compliance with timelines and client financial controls.
• Client Management : Provide valuable advice on best practices, compliance, and cost savings for events.
• Budget Management : Create and communicate budgets throughout planning, with reconciled final budgets.
• Vendor Relations : Manage supplier negotiations and relationships, ensuring high service and professional issue resolution.
• Sourcing & Contracting : Conduct venue research, preliminary budgeting, and manage the e-RFP process.
• Attendee Management : Track attrition, manage registrations, and oversee communication with hotels regarding room blocks and cancellations.
• Technology Management : Build client websites for information collection and registration, ensuring compliance requirements are met.
• Reporting & Compliance : Meet deadlines for reporting, audits, and ensure supplier billing compliance.
• Process Improvement : Assist in developing SOPs and best practices to enhance operations across regions.

Requirements for the role:

• Sound experience in meeting/program planning
• Experience on a Life Sciences client
• Proficiency in Microsoft Office applications
• French and English language proficient in both oral and written communications
• Travel industry and destination knowledge
• Previous experience with Cvent preferred
• Up to 25% travel (both domestic and international) may be required

You might also have:

• Ability to establish strong partnerships with clients, prospects, vendors and peers and demonstrates knowledge of practices that provide service and support.
• Work independently and be adaptable, including willingness to travel during peak times for onsite client and venue management

The annual gross salary range for candidates for the position of Project Manager – Meetings is between 32.000€ and 39.000€. The actual pay depends on your skills, qualifications and experience.

THE PERKS

Flexible Working

We believe that a flexible working environment is key to getting the best out of our teams. We will support you to work where you need to and when you need to, depending on how you work best.

Room to Grow

Our line of work and business structure challenge our people in a way that inspires growth, with learning and development built into every role. We give individuals ownership over the direction and speed in which they grow.

Everyone has a voice

We thrive on conversations that spark curiosity and empathy. No matter how big or how small, every voice is heard, considered and respected.

Make your move

The diversity of roles across BCD M&E’s global locations means that our people often find new adventures during their time with us. Join us as a meeting planner role in the UK, stay for a global marketing career — there’s always room to move.

We’ve got you covered

Our extensive benefits include comprehensive healthcare, retirement plans, continued education support, diverse work locations, travel and hotel discounts, volunteer and sustainability opportunities and a successful employee recognition program.

We’re positive. You’ll love it.

It starts from the top. Our leaders lead with positivity, believe in our people and trust us to do the right thing. There will always be support along your journey, in little and big ways.