Events Manager - Contractor

Essential Responsibilities

Conference & Event Logistics Coordination

• Support end-to-end logistics for conferences, trade shows, and other marketing events, ensuring alignment with commercial and marketing strategies.
• Assist with pre-event planning activities including venue coordination, booth design specifications, and timeline development.
• Coordinate remotely with on-site teams and vendors to ensure seamless execution.

Show Services & Booth Management

• Orchestrate and order show services including electrical, internet, furniture, A/V equipment, and other booth requirements.
• Coordinate booth setup and teardown logistics, working with vendors and service providers to ensure professional presentation and brand consistency.
• Manage exhibit materials inventory, promotional collateral ordering, and booth asset tracking.

Registration & Administrative Coordination

• Manage attendee registration processes for team members and booth staffing.
• Process and track sponsorship paperwork, contracts, and related documentation.
• Internal communication and coordination with attendees.

Vendor & Budget Management

• Build and maintain relationships with event vendors, venues, and service providers.
• Negotiate contracts and hold vendors accountable for deliverables, timelines, and budget adherence.
• Track event expenses, process invoices, and ensure cost-effective execution aligned with budget constraints.

Documentation & Record-Keeping

• Maintain detailed records of event plans, vendor contracts, invoices, and transaction histories.
• Document event activities, vendor performance, and process improvements for future events.
• Track and compile key event metrics including attendance, lead generation, and expenses for reporting.

Logistics & Shipping Coordination

• Coordinate shipping logistics for event materials, including packing, labeling, and tracking shipments to and from venues.
• Arrange local courier services and coordinate material pickups/deliveries as needed.

Education and Experience Requirements

• 3-5 years of experience in event management, preferably in the urology or oncology space.
• Experience coordinating and executing on medical conferences.
• Experience leading cross-functional initiatives, with demonstrable ability to achieve results, hold vendors accountable, and manage shifting priorities.

Cultural Fit

• Tight alignment with values of Patient Success, Impact, Perseverance, Team Synergy, and Efficiency.
• Capable of operating in a lean and cost-efficient way.
• Results-oriented mindset, with a passion for driving fast and sustainable growth and delivering value to customers.
• Experience driving commercial success at fast-growth startups, with rapidly evolving products in a competitive landscape.
• Excellent communication and interpersonal skills, with the ability to build rapport with clients and internal stakeholders.
• Familiarity and experience with Google Suite tools including G-Drive, Google Sheets, Google Docs.