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MedscapeLIVE! Event Manager

MedscapeLIVE!, a Medscape Company, delivers MD and HCP audiences across all therapeutic areas. Access MDs and HCPs through MedscapeLIVE! Events. WebMD is an Equal Opportunity / Affirmative Action employer and does not discriminate on the basis of race, ancestry, color, religion, sex, gender, age, marital status, sexual orientation, gender identity, national origin, medical condition, disability, veterans status, or any other basis protected by law.

Position Summary

At MedscapeLIVE! you will be responsible for managing the event logistics for multi-day medical education conferences, collaborating with cross-functional teams across the organization to enable flawless execution of live events and client satisfaction. The applicant should be a highly organized and detail-oriented individual with the ability to prioritize and excel in a deadline driven environment. The applicant should also have excellent problem-solving, critical thinking, and conflict resolution skills and be adept at internalizing and distilling issues and providing real-time guidance to team members.

Key Responsibilities

• End-to-End Event Management : Oversee all phases of event management and logistics planning for 4 to 5 complex, multi-day conferences, including but not limited to budget and expense management, development of floor plans and room diagrams, vendor sourcing and contracting, food and beverage management, management of room blocks, management of onsite staff assignments, oversight of full event setup and event flow, and arranging AV, furniture and any other onsite materials.
• Budget Oversight : Maintain event budgets, track expenses and receipts, and ensure cost-effective solutions without compromising quality. Complete budget reconciliation, including justification for any overages or savings.
• Stakeholder Collaboration : Work closely with internal teams, external vendors, and medical experts to align event content and format with audience needs.
• Venue & Vendor Coordination : Manage relationships with hotel venues, suppliers and service providers.
• Travel & On-Site Leadership : Travel to domestic locations to supervise event setup, execution, and breakdown.
• Post-Event Analysis : Collect feedback, analyze performance metrics, and contribute to continuous improvement strategies.
• Shipping and Receiving Management : For 15-20 events annually, develop packing list for each conference in collaboration with the assigned Event Manager, facilitate packing materials so that they will arrive safely and intact, and coordinate pick-up by shipping company to ensure timely delivery. Receive and unpack return shipments.
• Conference Supplies Inventory Management : Keep and document inventory of conference supplies; receive, unpack, and reorder as necessary.
• Continuously identify opportunities to improve internal processes and onsite attendee experiences.
• Participate in available training opportunities as directed by a senior team member.

Qualifications