Responsibilities

• Serve as the primary liaison between suppliers and internal teams to coordinate meetings, events, training sessions, and conference hospitality suites.
• Research, evaluate, negotiate, and maintain strong relationships with preferred vendors.
• Develop proposals, cost estimates, and event budgets; track financials and provide reporting for individual events and annual program spend.
• Maintain and manage budgets throughout pre-planning, onsite execution, and post-show reconciliation.
• Lead the venue and meeting/event site selection process.
• Negotiate hotel, lodging, and meeting space rental contracts to meet approved budgets.
• Oversee schedules, materials, and services for multiple meetings and conventions for recurring clients.
• Coordinate event registration, payment processes, promotions, invitations, and sponsorship activities.
• Partner closely with client representatives and Impact XM planners to determine event logistics—attendance, housing, meeting space, catering, schedules, and payment arrangements.
• Work with convention management teams, housing bureaus, hotels, and other partners to secure and manage room blocks, registration, badging, and onsite support services (F&B, AV, etc.).

Requirements

• Bachelor’s degree and 2+ years of experience in event, congress, trade show, or convention planning; housing bureau experience is a plus.
• A must have pharma experience
• A passion for working with people and delivering exceptional customer service.
• Strong attention to detail with excellent organizational and follow-up skills.
• Outstanding verbal and written communication skills—able to present effectively, create clear proposals, and maintain accurate documentation.
• Ability to juggle multiple projects, manage tight deadlines, and adapt quickly.
• Experience within an event marketing or creative solutions agency preferred.
• Entrepreneurial mindset—independent, resourceful, and solutions-oriented.
• Flexible, open-minded, and highly collaborative.
• Ability to build rapport quickly with clients and partners.