Event Experience Manager, Life Sciences Congress Experience Required (Remote)

The Event Experience Manager will work closely with the client to understand the program goals and objectives and provide a return on their investment throughout each aspect of the program. The Event Experience Manager focuses on tactical operations and works with the operations team to provide optimal services to the account to support those goals. The Event Experience Manager works effectively and efficiently with the internal support teams, external clients, and vendors and stay in compliance with the corporate and/or pharmaceutical guidelines.*Life Sciences Congress Planning Experience RequiredWhat you will do here:Project Management with consultative approach for virtual, hybrid or in person meetingsClient, Financial, and Vendor ManagementMarketing & Sales, Event Design, and Onsite ServicesManage multiple projects on tight timelinesEvent ManagementFollow all client mandated SOPs as requiredDigital producer and/or tech support for your own eventsWork with the Procurement Department to source and secure event space and guestroomsUnderstand, review and monitor contract terms, space, and guest room blocksSource, secure and manage all required suppliers for event including but not limited to DMC/Ground company, AV/Production company, Off-site venues, etc.Profile management in Event Software (Cvent or client Event Software) for paid conferences and related complexities; manage status movement throughout life of the Event, keeping event data and financial data accurate and up to date, at all timesCreate and manage the program agenda, event resume, event specification sheets and client and internal timelines based on company and client SOPsHave a working knowledge of Event Software capabilities and the ability to guide clients on website development that produce quality reports to fulfill the budget owner's needsUnderstand registration and reporting expectations for event. Where applicable, collaborate with M&IW's Attendee Registration Department on all attendee communications, event reporting and housing inquiresGuide internal and external teams throughout process through effective communication and organized plansSchedule and hold internal team meetings throughout the life of each event: introductory kick-off meeting, pre-con and post-con meetingsCollaborate with M&IW's Group Travel Department or client-specified travel management company (TMC) to offer airline booking to event attendees, if neededWork with M&IW's mobile app team to create an app on a platform that meets the client's eventAct as the liaison with designated vendors and the hotel/venue to provide the support and communication required to execute a seamless eventCollaborate with M&IW's FLOW division to secure gift and giveaway items and products as requested by client, meeting client and company SOPs for multiple bidsBEO review and executionCoordinate and schedule all required ground transportation using preferred vendorsCreation/coordination of distribution of travel letters and departure noticesMarketing, Sales and Event Design ServicesCollaborate with creative team to design any promotional materials for the event, or any materials for distribution at the eventResearch entertainment options to meet theme and budget (DJ, band, dancers, performers)Create décor and lighting presentations based on theme and budget, working with production companiesCreate and manage diagrams based on guest counts, entertainment, equipment, A/V and lighting componentsAct as liaison between hotel/venue and all vendors, providing the support and communication required to produce a seamless showCreate production schedule, supervise deliveries, setups and strikes of stage, A/V, lighting, décor, equipmentManage logistics and riders for entertainment companiesFinancial ManagementFull understanding of client financial internal requirements and deadlinesBudget creation/managementManage all event related payment requests and processingFull audit and reconciliation of the hotel and other vendor invoicesCost savings worksheet creation and managementFinal invoice document managementReconciliation management including estimated invoice and final invoice requirementsVendor ManagementSource, secure and manage all required suppliers for event to allow for the best services at the most effective pricingNegotiate cost savings and manage payment/reconciliation processClearly & effectively communicate to each vendor the goals & objectives of the event and the requirements and specifications of the eventOnsite ServicesProvide strong leadership and communication to both the Onsite team as well as all vendors, and the ability to lead events to allow for successful end resultsManage and lead all pre-con and post-con meetings both internally at M&IW as well as with all applicable vendors and clientsCreate and manage Onsite Execution Plan for all staffHost daily staff meetings to keep staff updated and informedBe a true leader onsite for internal team/client and attendeesCreate and manage Onsite Emergency Preparedness Plan for your eventLife Sciences clients onlyUnderstand policies and issues pertaining to events with HCPs in attendanceKnowledge of HCP payments: Fee for service (FFS), honoraria, and Expense reimbursement (NEER)Partner with M&IW's HCP compliance and reporting specialists to meet client's Service Level Agreements. Who you will work with: Reporting to the Manager or Director, Event Experience, Event Management ServicesInternal team members from multiple departmentsExternal clients and key stakeholdersVendors and supplier-partnersWhat we expect:Details of these areas are shared during interviews and monthly reviews:Cultural ExcellenceRole Level FunctionEmotional Intelligence What you will bring:College degree or equivalent experienceMinimum 5-7 years of experience in the meetings industry, specifically in operationsKnowledge of virtual and hybrid event optionsAbility to travel on-site approximately 35% both domestically and internationallyProven excellent oral and written communication skills in both internal and client-facing environmentsDemonstrated track record of successfully managing multiple projects simultaneouslyAbility to deliver creative outputs in a constricted timeline while maximizing available resourcesExperience working in a virtual office environment a plusProficient in Microsoft Office systems (Outlook, Excel, OneNote, Word, and Power Point)Experience with database management programs (Cvent preferred)Life Sciences specialty onlyMinimum 3+ years of experience in Life Sciences programs, sales and/or clinical program management What we provide:Competitive salaryHealth, Dental, Vision and Life Insurance options401K planPaid holidaysAccrued personal time off for vacation and sick leaveLaptop, additional monitor, and mobile phoneGlobal Giveback program for volunteer serviceRemote Office / Work from home, or option to work in our corporate headquarters located near MilwaukeeWho 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) in business for more than 50 years. Headquartered in Wisconsin, USA, and supported by a remote workforce across the US and in the UK, China, and Brazil.M&IW provides a portfolio of management services for meetings, events, incentives, conferences, and tradeshows. Those services include Event Management and Design, Event Sourcing, Attendee Registration and Reporting, Event Technology and Production, Creative Services, Event Marketing and Communications, Gifting and Engagement Strategies, Incentive and Recognition Solutions, Group Air Travel, On-Site Execution and Staffing, and Event Analytics. Our consulting and enterprise services include Technology Implementation and Administration, Meeting Policy, Process and Optimization, Third-party Governance, Executive Dashboards and Analytics, and Sustainability Best Practices and Tracking.GLOBAL HEADQUARTERS:10520 7 Mile Road, P.O. Box 65, Caledonia, WI 53108 | Phone +1 262-835-3553www.meetings-incentives.comM&IW associates are located throughout the US, UK, Latin America and Asia Pacific RegionsEqual Opportunity Employer