Convention Manager - Hybrid

Spiro; Plainsboro Township (NJ); On-site; USD 65,000 - 105,000; Full time

Benefits offered by this job

Remote Environment

Full Benefits Package

401K Vesting Immediately

Psychological Safety

Diversity, Inclusivity and Belonging

Employee Led Resource Groups

Spiro*YOU Professional Development & 1

Employee Events

Job summary

Spiro is seeking a Hybrid Convention Coordinator in Plainsboro, NJ to support a pharmaceutical client. The role involves budget oversight, show planning, and cross-functional collaboration across brand teams and sales/marketing. Expect interaction with regulatory/compliance processes and travel up to 30%.

We value strong multitasking, stakeholder management, and a detail-oriented approach to deliver successful conventions and ROI-driven programs.

Qualifications

• Strong background managing Medical Affairs exhibits and multiple stakeholders.
• Bachelor's degree in a relevant field or equivalent experience.
• Minimum 5 years in pharma convention coordination/planning.
• Ability to multi-task on multiple projects.
• Experience with Legal/Regulatory Review processes desired.
• Travel up to 30% including evenings/weekends.

Responsibilities

• Assist Senior Management with budget development and reconciliation.
• Manage day-to-day shows and projects within allocated budgets.
• Contribute to convention goals with sales and marketing teams.
• Coordinate with brand teams, education, and corporate comms.
• Develop pre-show materials, objectives, and post-show reports.

Skills

Budget management

Convention planning

Stakeholder management

Multi-tasking

FDA regulations knowledge

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Education

Bachelor's degree or equivalent experience

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

Join Our Spiro*Verse

THIS IS A HYBRID OPPORTUNITY IN THE PLAINSBORO, NJ AREA

Company Overview

This is Spiro. A strategically-led, creatively-driven, leading global experiential agency. We exist to cultivate powerful brand connections through the channel of experiential. We believe strong global communities are empowered by diversity, inclusion & belonging.

Where data-informed creative meets advanced digital solutions, we boldly go where no experience has gone before. As Spiro*nauts, we are born storytellers & story makers; fearless dreamers of the "what if;" and pioneers of innovation in our craft. Together, we launch brands into their experiential orbit through the power of Brand Gravity.

Learn more about who we are here!

Responsibilities

This role will be embedded with our pharmaceutical client in Plainsboro, NJ 2-3 days per week with flexibility for more if necessary.

Budget Management:

• Assist Senior Management with budget development during the annual strategic planning phase and monthly, quarterly, and year-end budget reconciliation as needed.
• Budget Management: Manage day to day shows and projects to or below allocated budgets.

Convention Planning:

• Ascertain Brand goals and objectives for each convention in conjunction with the sales and marketing teams.
• Collaborate with key stakeholders (e.g., brand teams, continuing education, corporate communications, etc.) to develop and recommend appropriate professional and consumer-related trade shows in accordance with each brand's strategic plan.
• Collaborate with partners and suppliers to recommend the best convention graphic, media, and sponsorship offerings to brand teams.
• Develop and deliver pre-show materials, show objectives, and pre-convention slide presentations to attendees and booth staff by department SOPs.
• Work with convention coordination to develop and publish Convention Communications for all managed shows, including Convention Plans, Post-Show Reports, and Post-Show Performance Snapshots, based on the outlined process.
• Work with SPIRO AE to develop registration websites to go live three months prior to the start of each show and provide critical logistical information accordingly.
• Work with the sales team to develop staffing needs based on all shows and consolidate them into one call for staffing.
• Evaluate the performance of exhibit, sales representatives, and competitors to formulate recommendations for program enhancement.
• Plan the development and execution of ancillary events including, but not limited to, War rooms, hospitality suites, and brand appreciation events for sales representatives.
• Recommend and develop key promotions, including pre-show/at-show advertising, sponsorships, premium items, and traffic generation programs. All tactics must be able to measure ROI and company/brand awareness.
• Recommend and manage housing requirements with designated service providers.
• Recommend and maximize exhibit property configurations that best meet the brand objectives for each show.
• Recommend and produce Literature/Premium material lists based on each brand's needs in accordance with department procedures and ensure delivery to the show site is confirmed.

Qualifications

We understand the importance of transferrable skills and a diverse perspective, so if you do not fit all these requirements, we still want to hear from you and encourage you to apply!

• Strong background with managing/executing Medical Affairs exhibits in addition to regular exhibit activities. Managing multiple stakeholders at the same time, leading cross-functional team collaboration, and project/budget management are essential qualifications
• A bachelor's degree in a relevant field or equivalent experience
• A minimum of 5 years of related experience (i.e., convention coordinator/planner, etc.) in the pharmaceutical industry required
• Ability to multi-task on multiple projects
• Experience with Legal/Regulatory Review processes desired
• Intermediate proficiency in Microsoft Word, Excel, and PowerPoint required
• Working knowledge of FDA regulations and PhRMA guidelines is strongly desired
• Pharmaceutical Industry experience required
• Travel up to 30% which could include evenings/weekends

Attributes

• Strong multi-tasker.
• Successful negotiator.
• Excellent interpersonal skills, approachable and engaging.
• Articulate, poised and polished.
• Exceptionally organized with clear and concise communication.
• Dynamic thinker and creative problem solver.
• Detail oriented.

How to measure success

• By 30 days incumbent should understand team dynamics and meet with key internal/external stakeholders, participate in planning meetings.
• By 60 days incumbent should be self-reliant on basic job functions and provide tactical congress recommendations and budget management.
• By 90 days, incumbent should have ownership over pre/at/post-convention strategies and strategic recommendations for channel enhancements

How to measure success

• By 30 days incumbent should understand team dynamics and perform basic job functions independently
• By 60 days incumbent should be self-reliant on basic job functions and begin executing more complex tasks
• By 90 days, incumbent should have ownership over specific projects

Benefits

• Remote Environment
• Full Benefits Package
• 401K Vesting Immediately
• Psychological Safety
• Diversity, Inclusivity and Belonging Culture
• Employee Led Resource Groups
• Spiro*YOU Professional Development & Learning Programs
• Employee Events

Our Process

Our interview process is hand crafted to our roles. In general, you can expect to have an initial phone interview with our talent acquisition team and thereafter video interviews with team members and your future manager. We welcome candidates to view our social medial channels and website to extend the conversation beyond the responsibilities of the role. Once you have completed the interview process, we conduct a criminal background check, where applicable by law.

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Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

This employer is required to notify all applicants of their rights pursuant to federal employment laws.

For further information, please review the Know Your Rights notice from the Department of Labor.