Conference Manager

A BOLDSCIENCE Conference Manager (CM) will have a strong background in medical communications with extensive experience in planning and executing high-profile conferences, congresses, and events for healthcare professionals, clients, and industry stakeholders on time and within budget. The CM is responsible for research, planning, organization, budgetary control, on-site management, and post-event analysis of conferences and events. The CM understands client and stakeholder needs, translates them into strategic goals, and executes flawlessly.  

Day-to-Day Responsibilities 

At BOLDSCIENCE, no two days are the same, and the Conference Manager will actively serve as a subject matter expert and contribute to the broader Conference and Travel team. In general, the Conference Manager will: 

Conference and Travel Team Leadership: 

• Act as an integral member of the Conference and Travel leadership team by upholding company values, motivating team members, and fostering a collaborative environment that encourages professional growth and innovation. 
• Lead wider initiatives, such as internal training across the Conference and Travel team and workstreams that affect company operations and strategic direction. 
• Empower team members to work autonomously while remaining attentive to opportunities where your strategic guidance can enhance their efforts, ensuring exceptional results are consistently delivered to clients. 

People Management: 

• Lead and manage direct report(s) to function as a high-performing team. 
• Guide and support the career development of direct reports by meeting regularly, reviewing goals and objectives, providing constructive and actionable feedback, and looking for opportunities for development. 
• Ability to collaborate across the business while being open to the ideas and contributions of others regardless of level, department, or function. 

Client and Project Management: 

• Collaborate effectively with executive leadership, internal teams, clients, and external vendors to align on event objectives and requirements.
• Execute strategic initiatives that enhance the effectiveness and impact of conferences, ensuring they meet the evolving needs of clients and stakeholders and align with the agency’s goals and objectives
• Oversee the planning and execution of medical conferences, symposia, and workshops, ensuring all logistical details are managed effectively and meet client guidelines.
• Establish key performance indicators (KPIs) for events and regularly assess performance against these metrics across the team to drive continuous improvement.
• Communicate and delegate effectively, ensuring that deliverables align with client and stakeholder goals and meet BOLDSCIENCE’s expected high quality standards. 

Resource & Financial Management:  

• Negotiate contracts and agreements with suppliers, sponsors, and venues to secure favorable terms and conditions for clients. 
• Develop event budgets, ensuring all expenses are tracked and that events are delivered within financial constraints. Forecast and report financial metrics, adjusting as needed to stay within budget while maintaining high standards. 
• Ensure that all events comply with industry regulations and guidelines, particularly those related to medical communications and pharmaceutical marketing. 
• Identify potential risks associated with events and develop strategies to mitigate them, ensuring the safety and success of all activities. 
• Prepare reports and key insights on event outcomes, including attendance metrics and participant feedback, to help inform future planning and strategy. 
• Pursue ongoing professional development to stay updated on industry trends and innovations in event management, integrating new ideas and technologies to enhance conference effectiveness. 

Required Qualifications: 

• 10+ years of relevant experience in event management with ideally 5-10 years of experience in the healthcare or pharmaceutical sectors.  
• Bachelor’s degree in a relevant field such as communications, marketing, public health, or business administration is required. A master’s degree or specialized certifications in event management or healthcare communications is advantageous. 
• MPI-Certified Meeting Professional certification and Cvent certification is strongly considered. 
• Proven experience in planning and executing large-scale conferences and events, including logistics, budgeting, and stakeholder management. 
• Highly organized, motivated, decisive, solution- and results-oriented with flexibility and creativity to excel in a rapidly growing and changing environment. 
• Strong leadership abilities to manage teams and collaborate effectively across departments. 
• Ability to actively manage and track many complex projects in parallel, structuring the actions of many people toward shared outcomes. 
• Excellent verbal and written communication skills to liaise with clients, stakeholders, and other team members, and to respond to any issues with a calm, courteous, and helpful manner. 
• Familiarity with industry regulations and compliance standards, particularly those related to medical communications and pharmaceutical marketing. 
• Proficiency in evaluating event success through metrics and feedback and using this data to inform future strategies. 
• Comfort with Microsoft Office Suite and event management software, digital tools, and platforms for leading next-level remote and in-person events. 
• Familiarity with TravelPerk is a plus. 
• Ability to travel globally as needed for onsite event management.