Event Manager

Etherio; United States; Remote; USD 110,000 - 140,000; Full time

Job summary

Etherio seeks an experienced Event Manager to oversee life science meetings from conception to execution. The successful candidate will have a strong background in managing HCP events, with skills in budgeting and stakeholder management. This role offers flexibility and significant responsibility within a dynamic team, tailored for those who thrive in high-pressure environments.

Benefits

Medical, dental, vision, and more

401(k) with matching

Generous paid time off

Flexible and hybrid work schedules

Qualifications

• 5+ years of medical meeting management experience required.
• Proficiency in managing registration sites using Cvent.
• Experience in detailed logistical planning for HCP meetings.

Responsibilities

• Lead small to large scale life science meetings with up to 500+ attendees.
• Manage project timelines and ensure all client and vendor deliverables are met.
• On-site event management including overseeing venue communications and execution.

Skills

Communication

Networking

Problem Solving

Leadership

Education

Bachelor’s degree or equivalent experience

Tools

Cvent

Smartsheet

SharePoint

Job description

Join to apply for the Event Manager role at Etherio

Join to apply for the Event Manager role at Etherio

General Summary

The Event Manager is responsible for managing and supporting various life science meetings, from the beginning of conception through to the execution and final reconciliation, including budget, HCP Expense and TOV reporting.

EVENT MANAGER

General Summary

The Event Manager is responsible for managing and supporting various life science meetings, from the beginning of conception through to the execution and final reconciliation, including budget, HCP Expense and TOV reporting.

This position is accountable for day-to-day operation of small to large scale/budget life science meetings, client management and reporting on HCP TOV and ROI.

Essential Functions

• Lead project manager for small to large scale projects (>500 attendees) with proven expertise in leading HCP meetings (Advisory Boards, Investigator Meetings, etc), and complex meetings (POAs, Launch, etc), managing the planning, execution, and implementation of assigned event(s)
• Work with, lead and support the project team to ensure adherence to client and company standards
• Budget development, implementation, and wrap-up report development
• Responsible for building project timelines/plans and managing the project plan to drive team to meet client and vendor deliverables, as well as anticipate and manage when deadlines may be missed
• Build & QC registration sites and run reports for clients in Cvent
• Be solution-oriented and forward thinking when responding to client questions or providing recommendations
• Maintain all historical data for assigned projects
• Analysis and HCP TOV reporting responsibilities of various meetings and conference data for clients
• Supplier procurement and management of contracts to ensure quality and contractual compliance
• Oversee venue communications by managing or overseeing F&B, group resume, event specifications, housing, room block, and final invoice review
• Create and execute accurate and timely HCP contracts based on client’s templates and guidelines
• May have sponsor/exhibitor fulfillment duties including prospectus development, exhibitor/sponsor communications, general services contractor and floor plan management
• May require speaker management to include speaker portal setup, timeline establishment, speaker communications, data collection, and speaker travel/registration management
• Work with Marketing department on collateral communications and development– theme, concept, design, and implementation
• Special event review, selection, and management
• Survey analysis and provide compilation of feedback to client
• On-site event execution to include staff assignments/management (planning team could be up to 15+ event staff), venue and supplier management, HCP attendance recording, implementation of event logistics, exhibit/sponsor management, and speaker management, where applicable.
• Contract Signing Authority up to (50th percentile of average dollar range)
• Other duties as assigned
  
  

Minimum And Preferred Qualifications

• 5+ years of medical meeting management (congresses, conventions, sales, launch)
• 5+ years managing HCP meetings, reconciliation of HCP expenses and TOV reporting
• Proficiency in Cvent, with demonstrated expertise in managing registration sites and streamlining registration processes
• Strong communication, networking skills and the ability to successfully manage stakeholder relationships and expectations
• Proficiency in Smartsheet and SharePoint is preferred
• Experience in the full management of scientific, medical commercial and medical meetings with HCPs and congress/conventions,
• Knowledgeable in negotiating menus to fit within HCP spending limits with hotels and restaurants
• Experience planning international events is a plus
• Agency experience preferred
• Experience with high-level, strategic conference, meeting planning, and extensive knowledge of HCP meal caps US and Non-US
• Bachelor’s degree or equivalent experience
• CMP and/or HMCC certification a plus
• Knowledge of destinations, hotels, and venues nationwide
• Calm and flexible approach to handling the stress of ever-changing demands
• Strong organizational skills and ability to multi-task and prioritize
• Strong leadership skills
• Strong creative problem solving
• Strategic decision-making ability
  
  

WORKPLACE LOCATION REQUIREMENTS

This is a remote position supporting our Atlanta and Boca Raton teams, as well as the possibility of being on site at client and/or event locations.

Travel Requirements

Ability to travel at least 40%

Scheduling Requirements

Requires flexibility in scheduling, such as the ability to work evenings and weekends to meet client, event, or company needs.

Essential Physical Functions And Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the functions.

• Must be able to remain either in a stationary position most of the time (such as when working in the office), while also being able to stand and/or move for the majority of the time (such as when executing events onsite).
• Need to lift, carry, push, or drag boxes or equipment up to 30 lbs.
• Frequently moves inside the office to access file cabinets, office machinery, etc.
• Need to adapt and function in various physical settings (for example, conference centers, indoor and outdoor spaces).
• Occasionally required to position self in a stooping, kneeling, or crouching manner.
• Frequently required to use hands or fingers, handle or feel objects, tools, machinery and computers.
• Frequently communicates with others and must be able to exchange accurate information in these situations.
• Frequently computers and other electronic equipment.
• The noise level in the office work environment is usually low to moderate, while the environments may be moderate to noisy.
• The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified. Etherio retains the right to change or assign other duties to this position.
  
  

About Etherio

At Etherio, we have a purpose that drives all we do: We create meaningful partnerships, experiences, and connections that fuel growth and accelerate success for our clients and those they impact. Every day, we deliver creative, customer-focused solutions for our corporate and association clients - one meeting, event, or membership experience at a time.

Whether in-person, virtual, or hybrid, we’re redefining event experiences. We’re also advancing the stories of a diverse set of local, national, and global associations and nonprofits. In everything we do, we start with understanding our clients’ “why.” Because we know that it’s not so much what they do, but why they do it that compels people to embrace and engage with products, organizations, and brands. We create value for our customers by delivering solutions that power relationships at scale.

Etherio nurtures and deepens the capabilities of our people. Here, we live our Core Values every day. Whether you work in our office or at another location, we're also committed to your learning and growth. Our goal is for you to feel empowered to work out loud with a diverse team of professionals who are learners and teachers together, enhancing each other's strengths. Our pace of work supports fast learning and freedom to think big.

Joining our team comes with perks that support you in your personal and professional journey.

Benefits include:

• Medical, dental, vision, and more.
• 401(k) with matching.
• Generous paid time off.
• Flexible and hybrid work schedules.
  
  

Our approach has scored us many industry awards over our 30-year history, including 17 consecutive years on the CMI 25 – North America’s Top 25 Meeting & Incentive Companies. As leaders in the industry, we're always exploring new ways to solve challenges for our clients.

Etherio is committed to embracing diversity and inclusion in our hiring practices and in experiences as Etherio employees.

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified. Etherio retains the right to change or assign other duties to this position.

Etherio is an equal opportunity employer. We believe that the most effective way to invite and retain a diverse workforce is to build an enduring culture of inclusion and belonging. The Firm does not discriminate in employment because of race, creed, national origin, religion, age, color, sex, marital status, sexual orientation, gender identity, disability, citizenship status or protected veteran status, or any other characteristic protected by local, state, or federal laws, rules, or regulations. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact [e-mail].

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Management and Manufacturing

• Industries

  Hospitality

Referrals increase your chances of interviewing at Etherio by 2x

Sign in to set job alerts for “Event Manager” roles.

Senior Global Event Manager – Proprietary Events

Senior Manager of Events - (Remote - US)

Venue Manager, Seattle - FIFA World Cup 26

Venue Manager, Dallas - FIFA World Cup 26

Venue Manager, Philadelphia - FIFA World Cup 26

CEO & Events Operations Assistant (Bay Area) - Remote Work

United States $110,000.00-$140,000.00 4 days ago

CEO & Events Operations Assistant (Bay Area) - Remote Work

United States $104,800.00-$157,200.00 14 hours ago

Event Content Program Manager , Production and Content, Accelerate Seller Events

South Carolina, United States 1 month ago

CEO & Events Operations Assistant (Bay Area) - Remote Work

We’re unlocking community knowledge in a new way. Experts add insights directly into each article, started with the help of AI.