Senior Event Manger
Jack Morton Worldwide · Dayton, New Jersey, United States
Experience Without Limits
Come shape the future of brand experience.
At Jack Morton, we design and build head-turning, smile-inducing, impact-driving brand experiences that redefine what experiential marketing can achieve. We help our clients unlock the full value of experiences by turning bold ideas into meaningful connections.
That takes a team that's bold, curious, and acts as one. We build on each other's ideas, challenge conventions, and show up for one another every day. Here, you'll do your best work, grow quickly, and partner across clients, disciplines, and global teams to bring new ideas to life.
This is a place where curiosity drives what’s next, boldness raises the bar, and every win is shared. Where ownership is expected, egos are left at the door, and the work reflects the passion and talent of the people behind it.
Experience without limits—in your work, your growth, and your impact.
SUMMARY
The Senior Event Manager, Healthcare and Pharma plans and executes meetings and special events associated with congresses and conventions for Impact XM clients in the Healthcare and Pharmaceutical industries. The following duties will be performed or through subordinate supervisors and planners.
Essential Duties and Responsibilities include but are not limited to the following. Other duties may be assigned. The duties and responsibilities as outlined in this Job Description may be changed from time to time by the Corporation, as it deems necessary, without further notice to the Employee.
Serves as liaison between suppliers and organization staff in arranging meetings, events, training sessions, and conference and trade show hospitality suites.
Research, evaluates, negotiates with, establishes, and maintains relationships with preferred vendors.
Develops proposals, estimated cost models, budgets, tracks budget statistics, and prepares management reports for individual events, as well as monthly tracking of annual program spend.
Maintains budget and budget changes throughout pre-planning, meeting execution and post-show reconciliation.
Leads selection of meeting/event site process.
Negotiates hotel, lodging and meeting space rental contracts to meet approved budget.
Oversees meeting schedules, materials and services for multiple meetings/convention needs for recurring client.
Coordinates registration and payment procedures, promotional advertising and mailings, invitations, and corporate sponsorship activities.
Consults with representatives of client group or organization, as well as Impact XM Convention and Meeting Planners to plan meeting and/or convention details such as number of persons expected, housing requirements, meeting space desired, food service schedule and payment arrangements.
Communicates with Convention Management, Housing Bureaus, Hotels and other entities to secure and manage multi-room “housing blocks” of sleeping rooms and registration/badge needs, as well as meeting spaces and support services (Food & Beverage, AV, etc.) during convention activities.
Plans the scope of the individual conference activities, including time(s), location(s), and cost(s) tasks including:
- Research compliant venue options and negotiates/secures contracts
- Prepare SOW, request Purchase Orders for approved items
- Prepare formal estimates
- Coordinates and Secures Audio Visual
- Create and send event marketing communications via email, Cvent
- Send and track correspondence with attendees, speakers, sponsors, exhibitors
- Coordinate of event publications and syllabus materials
- Prepare BEO information with event venues
- Coordinate travel, lodging, and expenses for participants
- Create and manage budgets
- Work directly with registrants on problems and inquires
- Staff events and manage onsite event registration; includes travel to selected meetings
- Data entry and daily administrative functions
- Track invoices and receipts as requested; track expenses for event budget reconciliation
- Ensures client guidelines and business rules are followed
- Ability to coordinate multiple meetings simultaneously
- Ability to meet established deadlines
- Coordination of High-profile congress meetings
Pharma Know-How:
- Experienced in delivering Congresses, Investigator Meetings & Advisory Boards.
- Strong knowledge of industry codes of conduct, such as the PhRMA Code in the United States or EFPIA Code in Europe
- Understand the implications of anti-bribery laws when interacting with healthcare professionals, vendors, and third-party intermediaries.
- Strong knowledge of internal healthcare compliance programs and policies.
- A commitment to staying informed about changes and updates in pharmaceutical regulations, codes of conduct, and industry best practices.
- Strong knowledge of the meal and hospitality limits set by local regulatory bodies in different countries.
- Strong knowledge of regulations and guidelines outlining acceptable hotel accommodation expenses for healthcare professionals in different countries.
Notifies Client representatives, as well as internal department personnel of arrangements made, and of upcoming key dates.
Reports on attendee and housing status to client on regular basis.
Manages changes to client requests, requesting changes in plan as needed.
Oversees communications to attendees, in the form of electronic (email) communications, as well as Convention Information documents (for attendees) and Final Housing and Registration Reports (for clients.)
Oversees on-site delivery of housing, registration, badging delivery for client group at a convention.
Oversees and manages payment process for housing blocks, including creation of Master Billing with hotels, payments using Impact credit cards and/or working with client for direct client payment.
Travels on site as needed.
Acts as liaison between the meeting facility and the planners who work for associations, businesses, and governments.
Inspects rooms and displays for conformance to needs and desires of group.
Arranges publicity, special functions, adjusts complaints, and performs other duties to promote goodwill.
Records financial information in Impact XM systems in a clear and timely manner.
Reviews/reconciles event bills and credit card statements; approves payment, assists with final client invoice reconciliation
Supervisory Responsibilities
- Input of timekeeper on a weekly basis
- Develop, mentor and coach all direct reports ensuring periodic meetings to discuss progress and review development plans.
- Provide consistent leadership, motivation and direction to all team members. This includes weekly F2F meetings and having a presence in the office.
- Conduct and execute weekly 1-1 meetings with line reports.
- Responsible for line reports personal development plans, providing measurable goals and objectives. This includes honest feedback and guidance on where improvements can be made.
- Manage and oversee the team’s adherence to processes
- Work with the governance team to regularly improve and update processes
- Helping to manage line reports capacity and suggest solutions for resource requirements to Director for approval.
- Provisional approval for holidays and lieu days for all direct reports, seeking final approval via Director
Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. (Canadian Positions: Accommodations will be made, up to undue hardship, for employees that advise accommodation is required pursuant to the prohibited grounds of the human rights legislation.)
Education and/or Experi