Event Manager

MESO SCALE DIAGNOSTICS, LLC.; Rockville (MD); On-site; USD 70,000 - 90,000; Full time

Job summary

A leading diagnostics company is seeking an Events Manager to oversee the planning and coordination of tradeshows, conferences, and VIP events. The ideal candidate will manage the event lifecycle from contract review to post-event reports while ensuring budget and execution alignment with marketing goals. Candidates should possess a bachelor's degree in a related field and have a minimum of 5 years experience in a corporate events management role. Strong project management and communication skills are essential.

Qualifications

• Minimum 5 years of experience in a corporate environment, tradeshow management experience.
• Extensive experience in managing multi-project calendars and event details.
• Experience preparing, managing, and tracking budgets.

Responsibilities

• Oversee planning and coordination of all company events and tradeshows.
• Manage full lifecycle of tradeshows from initial contract to post-event reports.
• Ensure execution and budget management for each event.

Skills

Project management

Budget management

Event coordination

Problem-solving

Communication skills

Education

Bachelor’s degree in marketing, events management, or business administration

Tools

MS Office

Excel

Job description

The Events Manager oversees the planning and coordination of all company tradeshows, conferences, VIP customer events, and annual sales meetings. This role is responsible for managing the full lifecycle of tradeshows, including maintaining the 18-month event calendar, budget, and guiding each event from initial contract review through post-event reports. The position ensures seamless execution, budget management, and cross-functional collaboration to align with marketing campaign objectives.

DUTIES AND RESPONSIBILITIES

• Develop and manage comprehensive project timelines and event checklists for large-scale conferences, serving as the primary liaison and coordination hub for both North America and international teams’ exhibits to track the overall Marketing tradeshow plan in one document.
• Lead end-to-end tradeshow planning and execution, including but not limited to:
• Securing booth logistics quotes and vendor proposals;
• Processing conference agreements.
• Identify and manage event-related vendors, negotiate pricing, process agreements and invoices.
• Develop and manage event budgets and forecasts;
• Track expenses and prepare monthly reporting summaries post show noting recommended changes for future events;
• Coordinate all booth logistics, including renewal booth storage and logistic agreements.
• Work with booth vendor on quotes for booth repairs, shipping quotes, design updates and conference schedules for shipping, installation, dismantle, and onsite management including vendor coordination (AV, electrical, furnishings, labor, etc.).
• Ensure all marketing materials, signage, collateral, and promotional items are delivered on time.
• Oversees the print production of collateral and promotional giveaways, and works closely with Marketing and Creative Design to deliver high-impact event experiences;
• Fulfill brochures requests from SFDC to Field Sales reps, maintain print inventory of collateral.
• Support field sales representatives for table-top exhibits, including roller banners and table drapes.
• Source sustainable brand promotional items, reorder promotional giveaways for tradeshows, prospects, and customer/VIP meetings.
• Support Customer Briefings/Experience Center initiatives.
• Process and track vendor contracts, invoices, and payments
• Maintain organized documentation for all event-related agreements use shared folders.
• Serve as the marketing document approval system administrator ensuring coordination and distribution of final approved documents between the Marketing and Creative teams.
• Prepare and distribute management-level summary post event reports.

EXPERIENCE AND QUALIFICATIONS

• Bachelor’s degree in marketing, events management, or business administration.
• Minimum 5 years of experience in a corporate environment, tradeshow management experience.
• Extensive experience in managing multi projects calendar, and event details.
• Experience in preparing, managing, and tracking budgets.
• Experience coordinating print production and collateral management.

KNOWLEDGE, SKILLS AND ABILITIES

• Demonstrated ability to manage to create annual budgets, and presenting monthly budget reports and forecasts to senior management.
• Demonstrated ability to independently identify and resolve issues, while proactively following up and tactfully prompting reviewers when approvals are delayed.
• Strong logical problem-solving skills with the ability to organize and advance project tasks in a structured, systematic manner.
• Capable of meeting objectives in fast-paced, deadline-driven environment, particularly those concerning conference timelines.
• Proficient in MS Office. Advanced proficiency in Excel, with proven experience developing and managing comprehensive trade show plans.
• Excellent oral, written communication and interpersonal skills.
• Exceptional organizational and project management skills
• Effectively communicate issues/problems and results that impact timelines.
• Ability to develop a comprehensive written overview of a trade show for management review, outlining objectives, target attendance, budget, key messaging, and overall strategy.
• Ability to travel and can include overnight stays and working outside normal business hours as needed.

PHYSICAL DEMANDS

• Must be able to push, pull and/or lift, up to 40 lbs.
• This position requires the ability to communicate and exchange information, utilize equipment necessary to perform the job, and move about the office.

WORK ENVIRONMENT

• This position is performed in a traditional office environment. When on travel, work environment can vary.