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Impact XM · 2 days ago

Event Manager

Dayton, NJ

Full-time

Onsite

Entry, Mid Level

2+ years exp

Impact XM is a global event and experiential marketing agency that empowers brands to power business. They are seeking an Event Manager to play a key role in planning and delivering high-impact meetings, congress activations, and special events for Healthcare and Pharmaceutical clients.

AdvertisingMarketing

Responsibilities

Serve as the primary liaison between suppliers and internal teams to coordinate meetings, events, training sessions, and conference hospitality suites

Research, evaluate, negotiate, and maintain strong relationships with preferred vendors

Develop proposals, cost estimates, and event budgets; track financials and provide reporting for individual events and annual program spend

Maintain and manage budgets throughout pre-planning, onsite execution, and post-show reconciliation

Lead the venue and meeting/event site selection process

Negotiate hotel, lodging, and meeting space rental contracts to meet approved budgets

Oversee schedules, materials, and services for multiple meetings and conventions for recurring clients

Coordinate event registration, payment processes, promotions, invitations, and sponsorship activities

Partner closely with client representatives and Impact XM planners to determine event logistics—attendance, housing, meeting space, catering, schedules, and payment arrangements

Work with convention management teams, housing bureaus, hotels, and other partners to secure and manage room blocks, registration, badging, and onsite support services (F&B, AV, etc.)

Oversee attendee communications, including email updates, convention information packets, and final housing/registration reports

Manage onsite housing, registration, and badge distribution during events

Oversee payment processes, including master billing, credit card use, and client-direct payments

Travel to onsite event locations as needed

Qualification

Event planningBudget managementVendor negotiationMicrosoft OfficeCustomer serviceOrganizational skillsCommunication skillsProblem-solvingCollaboration