About the Opportunity The organization is seeking an Events Operations Manager to provide strategic and operational ownership for the planning and execution of national, regional, and local meetings, including congresses, conventions, exhibits, commercial meetings, internal events, and other key company-sponsored programs across all commercial brands.
Reporting to the Associate Director of Events and Operations as part of the commercial team, this remote role ensures all activities associated with congresses and meetings—such as gaining internal alignment, securing material approvals via the Promotional Review Committee (PRC), scheduling, contracting, conducting pre-conference meetings, and coordinating the ordering and shipping of materials—are executed in an organized, timely, and cost-effective manner.
Key Responsibilities
Lead the end-to-end planning and execution of national, regional, and local events and exhibits, collaborating cross-functionally with sales, legal, compliance, marketing, and field operations to ensure alignment with business and brand objectives.
Oversee non-exhibit sponsorship operations, from planning and contracting through on-site logistics and execution.
Support planning and execution for key internal meetings and events, including National Sales Meetings, Plan of Action (POA) meetings, and incentive trips.
Source and contract venues and third-party vendors, conduct site inspections, and serve as the primary operational contact for agencies managing booth design, logistics, and execution.
Lead cross-functional planning teams, developing and communicating timelines to align stakeholders on content, messaging, and event strategy.
Manage exhibit design, booth staffing, and on-site logistics, including attendee registration, housing blocks, travel coordination, space layout, audio-visual requirements, food and beverage, and financial reconciliation.
Partner with brand leaders to evaluate and select congresses and meetings, conducting post-event evaluations and debriefs to measure return on investment and business impact.
Oversee content and promotional materials through legal, regulatory, and medical review processes, ensuring full compliance and PRC approval.
Develop, manage, and report on event budgets, negotiating contracts and purchase orders to maximize cost efficiency and return on investment.
Cultivate and maintain professional relationships with healthcare professionals and congress associations to support organizational positioning.
Develop, maintain, and refine standard operating procedures (SOPs), templates, and policies for meetings and congresses to ensure operational consistency and compliance.
Act as the internal project manager managing expectations and communications with internal clients and meeting attendees before, during, and after events.
Provide hands-on, on-site event management, evaluating critical situations in real time and implementing effective solutions.
Conduct post-meeting closeout processes, including attendee surveys, invoice reviews and approvals, budget reconciliation, historical data tracking, and reporting on lessons learned and cost-saving opportunities.
Partner with sales training and other commercial teams to establish and share event best practices.
Required Qualifications
5+ years of event planning and coordination experience in the pharmaceutical, biotechnology, or agency sector.
Experience in conference or meetings management.
Experience working directly with outside vendors and venues.
Direct experience developing and managing event budgets.
Demonstrated project management and strategic planning skills.
Demonstrated experience collaborating effectively across cross-functional commercial teams.
Working knowledge of the FDA PRC review process for promotional materials and activities.
Proven ability to manage multiple priorities, work under tight deadlines, and solve problems creatively under pressure.
Sound business judgment, critical thinking skills, high ethical standards, and strong attention to detail.
Excellent written and verbal communication skills, including the ability to draft clear communications for customers and field sales teams.
Proficiency with standard Microsoft Office applications, including Outlook, PowerPoint, and Excel.
Preferred Qualifications
Bachelor’s degree.
Experience marketing to an ophthalmic audience.
Experience with ophthalmic pharmaceuticals.
Proficiency with Salesforce, Pardot, Airtable, or Tableau.
Experience with Adobe Creative Suite, including Photoshop, InDesign, and Illustrator.
Work Details
Position Title: Events Operations Manager
Employment Type: Full time
Location: United States (Remote)
Travel: Up to 50% travel required