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Event Experience Manager, Life Sciences, Clinical Experience Required (Remote)
Meetings & Incentives Worldwide, Inc.
- Nashville, Tennessee, United States
- Nashville, Tennessee, United States
Über
What You Will Do Here
Project Management with a consultative approach for virtual, hybrid, or in-person meetings
Client, financial, and vendor management
Marketing & sales, event design, and onsite services
Manage multiple projects on tight timelines
Event management
Follow all client mandated SOPs as required
Digital producer and/or tech support for your own events
Work with procurement to source and secure event space and guestrooms
Review and monitor contract terms, space, and guestroom blocks
Source, secure and manage all required suppliers (e.g., DMC, AV/production, off‑site venues)
Profile management in event software (Cvent or client system) and maintain accurate event and financial data
Create and manage program agenda, event resume, specification sheets, and timelines based on SOPs
Guide clients on website development that produces quality reports to meet budget‑owner needs
Collaborate with the Attendee Registration Department on all attendee communications, reporting, and housing inquiries
Guide internal and external teams through effective communication and organized plans
Schedule and hold internal team meetings (kick‑off, pre‑con, post‑con)
Collaborate with the Group Travel Department or client‑specified TMC for airline booking to attendees, if needed
Work with the mobile app team to create an app that meets the client’s event needs
Act as liaison with vendors and the hotel/venue to provide support and communication required for seamless execution
Collaborate with the FLOW division to secure gifts and giveaway items meeting client and company SOPs for multiple bids
BEO review and execution
Coordinate and schedule required ground transportation using preferred vendors
Coordinate distribution of travel letters and departure notices
Marketing, sales and event design services
Collaborate with the creative team to design promotional materials
Research entertainment options (DJ, band, dancers, performers) to meet theme and budget
Create décor and lighting presentations based on theme and budget, working with production companies
Create and manage diagrams based on guest counts, entertainment, equipment, A/V, and lighting components
Act as liaison between venue and all vendors to produce a seamless show
Create production schedule, supervise deliveries, setup, and strike of stage, A/V, lighting, décor, equipment
Manage logistics and riders for entertainment companies
Financial management
Understand client financial requirements and deadlines
Create and manage budgets
Manage all event‑related payment requests and processing
Audit and reconcile hotel and other vendor invoices
Create cost‑savings worksheets
Manage final invoice documents and reconciliations
Vendor management
Source, secure and manage suppliers to deliver best services at effective pricing
Negotiate cost savings and manage payment/reconciliation process
Communicate event goals, objectives, and specifications to each vendor clearly and effectively
Onsite services
Lead onsite team and vendors, ensuring successful outcomes
Manage and lead pre‑con and post‑con meetings internally and with vendors and clients
Create and manage onsite execution plan for all staff
Host daily staff meetings to keep staff updated
Be a true leader onsite for internal team, client, and attendees
Create and manage onsite emergency preparedness plan
Life Sciences clients only
Understand policies and issues for events with HCPs in attendance
Knowledge of HCP payments (FFS, honoraria, expense reimbursement)
Partner with HCP compliance and reporting specialists to meet SLAs
Who You Will Work With
Reporting to the Manager or Director, Event Experience, Event Management Services
Internal team members from multiple departments
External clients and key stakeholders
Vendors and supplier partners
What We Expect
Cultural excellence
Role level function
Emotional intelligence
What You Will Bring
College degree or equivalent experience
Minimum 5‑7 years of experience in the meetings industry, specifically in operations
Knowledge of virtual and hybrid event options
Ability to travel on‑site approximately 35% domestically and internationally
Proven excellent oral and written communication skills
Track record of managing multiple projects simultaneously
Ability to deliver creative outputs in a constrained timeline while maximizing resources
Experience working in a virtual office environment (plus)
Proficient in Microsoft Office (Outlook, Excel, OneNote, Word, PowerPoint)
Experience with database management programs (Cvent preferred)
Life Sciences specialty only
Minimum 3+ years of experience in Life Sciences programs, sales, and/or clinical program management
Conference & tradeshow specialty only
Minimum 3+ years of experience in meeting/conference planning or exhibit/tradeshow management
Incentive services specialty only
Minimum 3+ years of experience in incentive program management
What We Provide
Competitive salary
Health, dental, vision, and life insurance options
401(k) plan
Paid holidays
Accrued personal time off for vacation and sick leave
Workstation (laptop, monitor, mobile phone)
Global giveback program for volunteer service
Remote office/work‑from‑home option, or location at corporate headquarters near Milwaukee
Who We Are M&IW is a global event management firm specializing in virtual, hybrid, and in‑person experiences of all shapes and sizes, as well as consulting and enterprise strategies. As an entrepreneurial organization, we place customers at the center of everything we do and prioritize their needs through our core values of quality, agility, flexibility, and innovation. M&IW is a third‑generation, privately held, certified Women’s Business Enterprise (WBE) with more than 50 years in business. Headquartered in Wisconsin, USA, with a remote workforce across the US, UK, China, and Brazil, M&IW provides a portfolio of management services for meetings, events, incentives, conferences, and tradeshows. Our services include event management and design, sourcing, registration, reporting, technology and production, creative services, marketing and communications, gifting and engagement, incentives and recognition, travel, onsite staffing and analytics, as well as consulting and enterprise services such as technology implementation, policy, process optimization, governance, dashboards and sustainability best practices.
Global Headquarters 10520 7 Mile Road, P.O. Box 65, Caledonia, WI 53108 | Phone +1 262‑835‑3553 www.meetings‑incentives.com M&IW associates are located throughout the US, UK, Latin America and Asia Pacific Regions
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Sprachkenntnisse
- English
Hinweis für Nutzer
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