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MJH Life Sciences® · 3 hours ago

Event Manager

Cranbury, NJ

Full-time

Hybrid

Mid Level

$60K/yr - $70K/yr

MJH Life Sciences is a company focused on the success of its associates, seeking an Event Manager to facilitate the logistical planning and execution of large conferences and events. The role involves managing all logistical facets, vendor negotiations, budget reconciliation, and ensuring compliance with various guidelines.

Health CareInformation ServicesMedicalPublishing

Responsibilities

Total oversight for all logistical facets of assigned conferences, conventions, expos, programs and meetings. Responsibilities will include all meeting logistics, vendor contract negotiation, development and reconciliation of comprehensive budget inclusive of all logistics expenses, and complete oversight of all meeting logistical components

Participate in and/or lead program-specific committees though overall event management process

Liaise with Live & Virtual Events Program Managers and business development staff for smooth transition of contracts/agreements/expectations with supporters

Adherence to milestone and task deadlines within Workfront workflow for assigned meetings and events, and ensure proper documentation of task and milestone completion maintained

Provide updates to weekly status reports

Utilization of program folder on the company server to archive all program information

Partner with major medical associations for logistics execution of CME/CE satellite symposia following all rules/restrictions in accordance with association guidelines

When appropriate for meeting or event prepare copy for accommodations page of meeting or event website, inclusive of dedicated hotel room block reservation link, and provide to Digital Production Services for uploading to website

Initiate, analyze and compare written quotes from vendors such as venues, audio visual, transportation companies, AV companies, and specialty service providers and within cost structure for meeting or event, per stakeholder or client direction, when negotiating with venue and caterer

Work with Live & Virtual Events Program Manager for meeting or event in the creation of a comprehensive budget inclusive of all logistics expenses based on venue and vendor quotes

Compare venue and vendor invoices against quotes, mitigate discrepancies as needed, code and submit approved invoices to finance for payment and immediately input into meeting or events’ budget actual cost sections for budget reconciliation purposes

Work with Creative Services in preparing branding plan for meeting or event utilizing venue floor plans and work with venue on development of room set diagrams

Work with Creative Services in development of all onsite signage based on MJH Events’ standards, franchise requirements and directives, venue restrictions, and when appropriate association rules, requirements and limitations

Active management of contracted venue room blocks for meetings and events to ensure adequate housing while mitigating room block attrition based upon regular communication with intradepartmental associates

Assigns meeting room space for convention seminars; oversees the development of meeting space function sheets

Develop detailed roles and responsibilities document for each conference and conducted pre-conference briefing and onsite precons with the ground team

Provide Live & Virtual Events Program Manager with list of staffing needs for successful logistical execution of meeting or event

Work with venue to ensure MJH Events’ Crisis Management Plan is completed and provided to Live & Virtual Events Program Manager for inclusion in MJH Associates’ pre-meeting roles and responsibilities documentation

Provide MJH Events’ Shipping Manager with shipping list, inclusive of items from Live & Virtual Events Program Manager, at least 10 days prior to meeting or event

Travels onsite to lead team in overall management of all logistical phases of scheduled events including ancillary activities, set up, move in, tear down and move out

Provide appropriate briefing and direction to freelance on-site execution staff

Onsite logistics management inclusive of working with and supervising contracted vendors to optimize the execution of their services

Ensure appropriate filing and archiving of interim and completed event logistic components including copies of all venue and vendor proposals, quotes, contracts and invoices; brand plans and room set diagrams; and PDFs of creative layouts and production files

Work with Live & Virtual Events Program Managers on reconciliation of all logistical expenses for assigned meeting and events budgets within the prescribed timeframe for the meeting or event type

Assist in maintaining up-to-date procedures; provide feedback on improving methods

Identify potential compliance issues and address and/or escalate as needed

Adhere to ACCME, OIG, PhRMA, Open Payments Act, EFPIA and other relevant guidelines and restrictions concerning compliance and Pharmaceutical companies, and any other client specific guidelines

Prepares comprehensive budget inclusive of all direct hard costs, and submits to Program Manager for internal management approval

Reviews, reconciles, codes, and processes all conference invoices, deposits, and payments and generates preliminary budget reconciliation within 45 days of conferences and final reconciliation within 90 days of conferences

Develop and maintain conference-related Standard Operating Procedures

Attend departmental/company meetings as required

Attend site visits as needed

Performs additional duties as assigned

Participate in on-going training and development

Qualification

Event logistics managementContract negotiationBudget developmentCustomer service orientationMicrosoft Office proficiencyAttention to detailOral communicationWritten communicationProblem-solvingTeamworkCreativity

Required

Ability to manage a variety of live event programs including large, multi-faceted conferences, conventions and expos, single and multi-day conferences, symposia, CME/CE satellite symposia, large high-profile receptions, and sales meetings

Experienced in all aspects of meeting logistics planning including contracting, venue/logistics management, transportation, audio visual, food & beverage, shipping and on-site execution management

Hyper-focused on the 'attendee experience' and related outcomes

Experienced with budget development and reconciliation process

Organized, creative, and efficient

Strong customer service orientation and ability to act diplomatically

Excellent oral and written communication skills

Proven ability to work under deadline pressure, both independently and as part of a team

Strict attention to detail

Excellent problem-solving skills with proactive approach to things

Ability to travel/work during the week and on weekends (up to 20%)

Proficient with Microsoft Word, PowerPoint, Excel and Outlook

Minimum education: Bachelor's Degree

Benefits

Hybrid work schedule

Health insurance through Cigna (medical & dental)

Vision coverage through VSP

Pharmacy benefits through OptumRx

FSA, HSA, Dependent Care FSA, and Limited Purpose FSA options

401(k) and Roth 401(k) with company match

Pet discount program with PetAssure

Norton LifeLock identity theft protection

Employee Assistance Program (EAP) through NYLGBS

Fertility benefits through Progyny

Commuter benefits

Company-paid Short-Term and Long-Term Disability

Voluntary Term Life & AD&D Insurance, plus Universal Life Insurance options

Supplemental Aflac coverage: Accident, Critical Illness, and Hospital Indemnity

Discounts and rewards through BenefitHub

Company

MJH Life Sciences®

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MJH Life Sciences® advances clinical progress in health care by creating strategic engagements between pharma and biotech innovators, expert knowledge leaders and practicing professionals.

Founded in 2018