Manager, Event Planning

At MedscapeLIVE!, the Manager, Event Planning will oversee end-to-end logistics for multi-day medical education conferences. This role involves collaborating with cross-functional teams to ensure flawless execution and client satisfaction. Key responsibilities include budgeting, vendor coordination, venue management, and onsite leadership. The ideal candidate is highly organized, detail-oriented, and adept at problem-solving in a deadline-driven environment, with a focus on continuous improvement and stakeholder collaboration.

Must Have

• Manage event logistics for multi-day medical education conferences.
• Collaborate with cross-functional teams for flawless execution.
• Highly organized and detail-oriented individual.
• Ability to prioritize and excel in a deadline-driven environment.
• Excellent problem-solving, critical thinking, and conflict resolution skills.
• Adept at internalizing and distilling issues and providing real-time guidance.
• Lead planning and logistics for 4–5 multi-day conferences.
• Manage event budgets, track expenses, and complete reconciliations.
• Work with internal teams, vendors, and medical experts.
• Maintain strong relationships with hotels, suppliers, and service providers.
• Travel domestically to oversee event setup, execution, and breakdown.
• Collect feedback, review metrics, and support ongoing improvements.
• Create packing lists, coordinate secure shipping, track deliveries, and manage return shipments for 15–20 events annually.
• Maintain conference supply inventory; receive, unpack, and reorder.
• 3–5 years of event planning experience, preferably in healthcare.
• Experience managing multi-day conferences (25–500 attendees).
• Advanced Excel skills and strong Microsoft Office proficiency.
• Working knowledge of Google Workspace.
• Strong written and verbal communication skills.
• Ability to manage and prioritize multiple projects independently and with teams.
• Willing to work weekends and travel as needed (20% domestic travel).

Good to Have

• Workfront experience
• CMP/CSEP certification

Description

Position at WebMD

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: Lead planning and logistics for 4–5 multi-day conferences, including budgeting, floor plans, vendor contracting, F&B coordination, room blocks, staffing, event setup/flow, and securing AV and onsite materials.
• Budget Oversight: Manage event budgets, track expenses, ensure cost-effective solutions, and complete reconciliations with explanations for any variances.
• Stakeholder Collaboration: Work with internal teams, vendors, and medical experts to align event content with audience needs.
• Venue & Vendor Coordination: Maintain strong relationships with hotels, suppliers, and service providers.
• Travel & Onsite Leadership: Travel domestically to oversee event setup, execution, and breakdown.
• Post-Event Analysis: Collect feedback, review metrics, and support ongoing improvements.
• Shipping & Receiving: For 15–20 events annually, create packing lists, coordinate secure shipping, track deliveries, and manage return shipments.
• Inventory Management: Maintain conference supply inventory; receive, unpack, and reorder as needed.
• Process Improvement: Identify ways to enhance workflows and attendee experiences.
• Training Participation: Take part in training as directed.

Qualifications:

• Thrives in fast-paced, deadline-driven environments
• Strong attention to detail and organization
• Able to manage multiple tasks accurately
• Creative problem-solver who adapts quickly
• Delivers high-quality work with minimal errors
• Results-driven and eager to take on new challenges
• Open to feedback and continuous learning
• Professional, collaborative, and tech-comfortable
• Willing to work weekends and travel as needed

Professional Requirements:

• 3–5 years of event planning experience, preferably in healthcare
• Experience managing multi-day conferences (25–500 attendees)
• Advanced Excel skills and strong Microsoft Office proficiency
• Working knowledge of Google Workspace
• Workfront experience a plus
• Experience in hybrid-remote environments
• Strong written and verbal communication skills
• Ability to manage and prioritize multiple projects independently and with teams
• CMP/CSEP a plus, not required
• 20% domestic travel, including nights and weekends