Senior Events Manager

The Multinational Association of Supportive Care in Cancer (MASCC) is looking for a dynamic professional to fill an Events & Marketing Manager position. This position reports to the Executive Director with a key role of executing the Annual meeting of 1200+ professional attendees in addition to other virtual events throughout the year. The ideal candidate must thrive in a fast-paced environment, can work independently and multi-task successfully.

 

 Specific responsibilities include, but are not limited to, the following:

 

  • Oversee and facilitate all aspects of meeting planning and preparation, including in-person/virtual/hybrid events, from site selection, vendor negotiation, onsite management and post-event reporting for the Annual Meeting and Study Group meetings
  • With Executive Director support, execute annual budget for events including, but not limited to hotel/convention center, vendors, registration payments and tracking operating expenses and revenue items
  • Assist in contract management and ensure contract deliverability by vendors 
  • Manage planning committees through regular meetings, project plans, timelines and deadlines for all events
  • Manage programming and meeting content in collaboration with the Annual Meeting Chair, including session proposal process, speaker management, execution of speaker travel reimbursements and hotel arrangements
  • Manage the end-to-end process for abstracts- from submission, review process, acceptances to presentation of ePosters and/or oral papers, author management, submission for journal publication
  • Manage the entire registration process- pricing strategy in collaboration with the Executive Director, registration form development, delegate correspondence, reporting as needed
  • Develop and manage marketing and maintaining a consistent brand presence for MASCC across all channels for events. The Manager will coordinate this with the Communications and Web Managers as needed
  • Coordinate and manage event logistics for all types of events including hotel accommodations, food and beverage service, meeting room setup, virtual event logistics etc.
  • Develop and maintain positive relationships with exhibitors on the execution portion of their agreements in coordination with the Associate Director
  • Develop and oversee staffing plans for events
  • Supervise and coordinate on-site and digital logistics
  • Develop and maintain event website and mobile app for events and any other materials in support of events and associated programs
  • Prepare requests for proposals for venues/hotels, vendor partners, event technology solutions and others as needed
  • Maintain documentation and records pertaining to all functional areas of meeting planning.
  • Create and analyze online evaluations and prepare post-event reports
  • Apply for and manage accreditation process for all educational activities
  • Work with MASCC Study Groups to facilitate annual business meetings and any other requirements involving the annual meeting
  • Promote meetings, ad placement and execute marketing and events to increase engagement and participation
  • Identifies ways to leverage website as a marketing and informational vehicle to drive traffic and to make the information useful to potential members, sponsors, industry partners
  • Contribute to the overall success of MASCC by performing all other essential duties and responsibilities as assigned
  • Work collaboratively with the Executive Director to identify potential future conference sites
  • Coordinate and assist with all other functions or special events at direction of the Executive Director throughout the year (e.g., webinars)

 

The incumbent in this position will be required to follow any other job-related instructions and to perform any other job-related duties requested by the Executive Director.

 

The individual has meticulous attention to detail, strong organizational and interpersonal skills, is energetic, self-motivated, working on their own initiative, creative, and customer-service focused. Knowledge, Skills and Experience include:

 

  • Bachelor’s Degree
  • 5+ years of related experience in executing professional meeting and marketing conference (medical association experience preferred; healthcare field a plus) 
  • Prior experience coordinating events with over 1000+ delegates is an asset
  • Experience in retro-planning of events and campaigns (for example, membership recruitment and retention)
  • Ability to be visible and invisible – team player but also able to work alone on projects
  • Can demonstrate examples of being able to be nimble/flexible adapt to changing circumstances (e.g switching from an event focused role to a membership (or other) focused role)
  • Innovative and resourceful; actively seeks opportunities to improve meetings and events
  • Experienced at negotiating and building partnerships with vendors
  • Strong time management skills and ability to manage concurrent tasks efficiently
  • High energy, positive, professional attitude, pride in work product
  • Experience working with exhibitors and sponsors
  • Excellent communication skills (both verbal and written).
  • Ability to establish and maintain positive, collaborative relationships with staff, consultants, association members and volunteers
  • Team player with cooperative spirit and ability to juggle multiple projects at one time.
  • Certified Meeting Planner (CMP) a plus
  • Use of Microsoft Office applications (Word, Excel, PowerPoint, Outlook).
  • Ability to travel on company business (typically 2-3 meetings a year) and occasionally work evenings or weekends (in order to facilitate communications across time zones around the world)

 

This is a full-time 38 hours per week position reporting to the Executive Director. Benefits of the job include flexible scheduling and ability to work virtually.