Manager, Event Operations

Biotechnology Innovation Organization; Washington (District of Columbia); Hybrid; USD 70,000 - 90,000; Full time

Job summary

The Biotechnology Innovation Organization (BIO) is seeking a Manager, Event Operations to own and support BIO’s diverse event portfolio, from small meetings to the BIO International Convention. The role collaborates with internal teams to plan, budget, and execute complex events with up to thousands of attendees.

Responsibilities include creating event specifications, coordinating housing, developing timelines, and managing venue and vendor relationships.

Qualifications

• Bachelor's degree or equivalent professional experience.
• 3-4 years of logistical event management experience.
• CMP, CEM, or related event certification is a plus.
• Non-profit or membership organization experience is a plus.

Responsibilities

• Own the preparation of event specifications, floorplans, and AV needs for BIO events.
• Coordinate housing, hotel rooming lists, and attendee experiences for assigned events.
• Develop and maintain planning timelines and budgets for events.
• Manage relationships with 3rd party vendors, venues, and service providers; ensure ROI and timelines.
• Support travel and on-site execution for hybrid schedules; travel up to 15%.

Skills

Event logistics

Budgeting

Vendor management

Contract negotiation

Communication

Time management

Team collaboration

Education

College degree or equivalent

Tools

SmartSheet

Salesforce

Job description

The Biotechnology Innovation Organization (BIO) is the world’s largest advocacy association representing

member companies, state biotechnology groups, academic and research institutions, and related organizations across the United States and in 30+ countries. BIO members are involved in the research and development of innovative healthcare products. BIO also produces the BIO International Convention, the world’s largest gathering of the biotechnology industry, along with industry-leading investor and partnering meetings held around the world.

The Manager, Event Operations,is responsible for owning and supporting specific events within BIO’s overall event portfolio. Events in this portfolio range in size from 40 - 20,000+ attendees and includes small committee/executive meetings, conferences/summits, receptions, and the annual BIO International Convention. The Manager, Event Operations is an integral part of the Event Operations team which is responsible for the logistical planning, coordination, and execution of all BIO events. This team works alongside the Industry Programs, Industry Partnerships, Event Marketing, and Registration & Customer Care teams under BIO’s Chief Events & Industry Programs Officer.

Primary Responsibilities

Event Operation & Logistics:

• Own the preparation of event specifications, banquet event orders, floorplans/room sets, Audio-Visual, telecommunications and other production needs for assigned events, including (but not limited to) BIO’s spring, summer, and fall Board of Directors Meetings and elements of BIO’s International Convention.
• Execute the site selection process for conferences, meetings, or offsite events, including RFP design, bid management and evaluation, and contract review and negotiation.
• Initiate, develop, and maintain event planning and production timelines.
• Coordinate housing and hotel rooming lists associated with assigned events.
• Support or manage attendee experiential activations and offsite reception & event experiences at assigned events.
• Manage Schedules of Events (SOEs) in conjunction with other teams as required to ensure all relevant details are incorporated and any conflicts are resolved expeditiously and prior to the start of the event.
• Contribute to the overall budget process by providing estimates for the logistical areas of assigned events or event areas, and ensuring final expenses are at/within the approved budget; provide updated budget projections throughout the planning process for assigned projects; and work with the Event Finance & Operations Team at the conclusion of the event to ensure final invoices and accruals are submitted in a timely manner.
• Participate in the maintenance of planning meeting notes, historical files and data retention for assigned events.

Event Strategy & Relationship Management:

• Partner with internal BIO stakeholders to clarify event objectives, align goals and expectations, anticipate risks, and proactively identify recommendations.
• Approach event design challenges and opportunities with creativity and critical thinking during each planning cycle, regularly evaluating each event/event component for return on investment, impact, and improvements.
• Support departmental process and SOP improvement efforts
• Own and contribute to 3rd party vendor, contractor, and venue service provider relationships
• Stay current on conference, venue, and event logistical best practices and industry trends

Education and Experience

• College degree or equivalent years of experience
• 3-4 years of logistical event management experience
• Non-profit or membership organization experience a plus
• CMP, CEM, or other event education or project management certification a plus

Knowledge, Skills, and Abilities (KSA’s)

Required:

• Intermediate knowledge of event, convention, tradeshow, and venue operations
• Knowledge of foundational event planning terminology, concepts, and contract conditions knowledge (EG: room block performance obligations, catering service charges, direct bill, room set terminology, etc)
• Proficient use of Microsoft Office Suite and ability to quickly learn and navigate technology platforms (including SmartSheet, Salesforce, and vendor project management tools)
• Excellent written and verbal communication skills
• Excels in team-oriented, collaborative, and fast-paced work environments
• Resourceful and self-motivated, with ability to identify and prioritize tasks, manage concurrent projects, and meet deadlines
• A critical thinking, problem-solving, and creative mindset
• Superior organizational skills, with meticulous attention to detail

Preferred:

• Non-profit or membership organization experience
• Experience with managing external vendors relationships
• In-direct supervisory experience, such as with seasonal contract staff or onsite temporary staff

Physical Requirements

• Ability to stand and walk for extended periods of time during events.
• Frequent bending, stooping, kneeling, and reaching during events.
• Ability to lift and carry up to 25 pounds if necessary
• Ability to lift, carry, and set down luggage when necessary

Travel Requirements

• Up to 15% (Primarily Domestic; occasionally on weekends)
• Hybrid in office, Tuesday- Thursday

This job description is not intended to be all-inclusive, and responsibilities can be expected to evolve over time to meet changing business needs. The employee may be required to perform other related duties to meet these needs. While BIO’s intent is always to be clear and transparent about the expectations of this role, this job description may be reviewed and updated accordingly with or without notice. BIO is an equal opportunity employer and does not discriminate based on race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or any other protected characteristic under federal, state, or local law. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.