Associate Conference Manager

MIMS (Hong Kong) Limited; Hong Kong; On-site; HKD 360,000 - 540,000; Full time

Job summary

MIMS (Hong Kong) Limited is seeking an Associate Conference Manager to lead and oversee meetings and conferences for the medical community in Asia and beyond. The role involves client briefs, venue liaison, timelines, and budget control, with close collaboration across editorial, design and production teams.

You will coordinate with regional and local offices, manage speaker logistics, and ensure compliance and smooth onsite execution.

Qualifications

• University degree in any field.
• At least 5 years' experience in meeting/conference management, preferably with a pharmaceutical event background.
• Proactive, well-organised and detail-oriented.
• Excellent communication and negotiation skills to work with clients and suppliers.
• Team player with leadership experience.
• Experience in preparing budget reports.
• Experience in organising virtual events is a plus.
• Ability to multitask and meet strict deadlines.

Responsibilities

• Meet with client to obtain a detailed brief and understanding of requirements.
• Venue-searching and liaison to meet client expectations.
• Preparation of event action plan including timelines and budget planning.
• Provision of regular status reports to client including event preparation and registration status.
• Liaison with regional and local client offices to facilitate delegate communication and attendance.
• Preparation of paperwork to facilitate and meet client's compliance requirements and approval.
• Liaison with invited speakers & VIP guests (travel, accommodation, special requirements).
• Liaison with internal editorial, design and production teams to produce event materials.
• Liaison with production or technical contractors for event preparation & production.
• Overall supervision of event, including preparation and onsite leadership of execution.
• Provision of budget report on completion of event.

Skills

Meeting management

Conference management

Communication skills

Negotiation

Leadership

Budgeting

Virtual events

Education

University degree

Job description

MIMS is a leading medical communications company specialising in delivering knowledge and education to healthcare communities. For our audience of healthcare professionals, we provide trusted drug and disease information, timely medical news updates, and clinical resources to improve patient outcomes. To our valued pharmaceutical clients, we work on innovative healthcare products from early development through to post-launch to meet their marketing objectives.

Who We Are Looking For:

The division is responsible for organising meetings and conferences for the medical community in Asia and beyond. The Associate Conference Manager supports the team in delivering an event to great success.

What Impact You Will Make:

• Meet with client to obtain a detailed brief and understanding of requirements.
• Venue-searching and liaison to meet client expectations.
• Preparation of event action plan, including detailed timelines and budget planning.
• Provision of regular status reports to client, including event preparation and registration status.
• Liaison with regional and local client offices to facilitate delegate communication and attendance.
• Preparation of paperwork to facilitate and meet client's compliance requirements and approval.
• Liaison with invited speakers & VIP guests (travel, accommodation, special requirements).
• Liaison with internal editorial, design and production teams to produce event materials.
• Liaison with production or technical contractors for event preparation & production.
• Overall supervision of event, including preparation and onsite leadership of execution.
• Provision of budget report on completion of event.

What Skills and Experience You Will Bring:

• University degree in any fields.
• At least 5 years' experience in meeting/conference management, preferably with a pharmaceutical event background.
• Proactive, well-organised and detail-oriented.
• Excellent communication and negotiation skills to work with clients and suppliers.
• Team player and proven ability to be a leader.
• Experience in preparing budget reports.
• Experience in organising virtual events is a plus.
• Ability to multitask, prioritise, and meet strict deadlines.
• Can work under pressure.
• Flexibility in working hours.
• Ability and willingness to travel.
• Flexible and actively seeking to acquire new knowledge and skills.