Pharmaceutical Event Planner Jobs (NOW HIRING)

About the Role

The Manager, Conventions and Events supports the planning, coordination, and execution of Azurity's national and regional conference presence. This role manages day-to-day conference operations, vendor coordination, internal tracking, compliance follow-through, and budget documentation across a high-vol-ume conference calendar. The ideal candidate is highly organized, detail-oriented, comfortable managing multiple deadlines, and able to keep complex workstreams moving in partnership with internal stakehold-ers and external vendors. This role sits within Corporate Communications and works closely with brand marketing, sales leadership, Medical Affairs, Compliance, agency partners, interns, and conference ven-dors.

Key Responsibilities

Conference Operations & Logistics

• Manage booth reservations, exhibitor registrations, floor plan reviews, conference portal requirements, and related deadlines.
• Coordinate with vendors on booth setup, storage, shipping, print materials, branded assets, estimates, and statements of work. 
• Support hotel blocks, attendee logistics, travel details, and onsite planning needs. 
• Serve as a day-to-day contact for conference vendors, exhibitor services teams, and meeting planners. 
• Coordinate ancillary events such as meeting rooms, product theaters, private events, and related logis-tics.

Conference Tracker & Systems Management

• Maintain the Conference Tracker as the primary source of truth for deadlines, logistics, approvals, and status updates. 
• Create and maintain detailed conference briefs for priority events. 
• Support the distribution and tracking of conference-related work across internal team members and in-terns. 
•  Keep SharePoint folders, Outlook conference folders, contracts, invoices, portal documents, creative files, and shipping details organized by event. 

Compliance & Approval Process

• Manage conference approval steps and help ensure required documentation is submitted accurately and on time. 
• Track compliance portal submissions, approval status, and required follow-up. 
• Coordinate COI requests, HCP reporting needs, and other applicable compliance requirements. 
• Submit and track conference contracts through Ironclad or the appropriate legal review process. 

Budget & Financial Management

• Track conference spend across brand budgets and shared cost centers. 
• Maintain cost splits, actuals, and budget notes for shared conferences. 
• Support invoice tracking, payment status follow-up, and budget documentation for sponsorships, booth services, AV, food and beverage, shipping, and related costs. 

Pre-Conference & Post-Conference Execution

• Send attendee communications, including save-the-dates, travel guidance, agendas, and logistics re-minders. 
• Coordinate pre-conference logistics calls and capture questions, expectations, schedules, and next steps.
• Support pre-conference engagement efforts, including email campaigns, LinkedIn content coordination, attendee targeting, and teaser communications. 
• Manage lead retrieval orders, app access, login details, and pickup instructions. 
• Support post-conference wrap-up, including lead status, follow-ups, lessons learned, and next-year rec-ommendations. 

Strategy & Process Improvement

• Support a proactive, ROI-focused conference model by keeping planning, execution, and follow-up or-ganized. 
• dentify opportunities to simplify workflows, reduce missed deadlines, and improve team visibility.

Qualifications

• 2+ years of experience in event planning, conference operations, project coordination, marketing opera-tions, preferably in the pharmaceutical or healthcare field, 
• Ability to manage multiple events, deadlines, vendors, and details at the same time. 
• Proficiency with Microsoft 365 tools, including Outlook, Teams, SharePoint, Excel, and related track-ing or collaboration platforms. 
• Experience coordinating vendors, contracts, invoices, budgets, or cross-functional project details. 
• Excellent organization, follow-through, and attention to detail. 
• Comfortable working with tight timelines, shifting priorities, and last-minute changes. · Clear written and verbal communication skills. 
•  Experience supporting email campaigns, CRM tools, or pre- and post-event engagement.

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