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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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