Event Management Lead

Impact XM creates strategic experiential solutions that connect audiences and brands through compelling live, virtual, and hybrid experiences. We design and deliver engagements for some of the world's most innovative organizations—and we're growing our Life Sciences operations teamPosition OverviewTheEvent Management Leadplays a key leadership role overseeing the successful planning and execution of pharmaceutical events—including congresses, investigator meetings, advisory boards, and related programs.This person leads assigned teams through full event lifecycles, ensures operational excellence, drives best practices, and champions compliance within the pharma event ecosystem. They will partner closely with Account Leads and Operations Leadership to deliver high-quality experiences, outstanding client satisfaction, and strong financial performance.This is a role for a strategic thinker, proactive coach, and strong communicator with deep understanding of pharmaceutical industry regulations and live event delivery.What You'll DoClient + Project LeadershipServe as primary operational lead across an assigned book of business.Lead client meetings, calls, reviews, and onsite support.Deliver projects aligned to client SLAs/KPIs and proactively mitigate risk.Partner with internal leads to develop event strategy, deliverables, schedules, and resource plans.Ensure client requirements and compliance protocols are embedded in all workflows and communications.Support continuous improvement across policies, process documentation, and operational workflows.Event Delivery + Onsite ManagementLead highly complex, multi-workstream events from concept through reconciliation.Define roles and responsibilities, timelines, milestones, and priorities.Manage third-party suppliers: sourcing, contracting, negotiation, and ongoing communications.Lead onsite operations for live, virtual, and hybrid events including staff briefings, run-of-show oversight, risk mitigation, and issue escalation.Facilitate internal and client debriefs, documenting learnings and recommendations.Ensure events are delivered on time, on budget, and to expectations.Pharma + Compliance ExpertiseServe as a subject-matter expert for global pharmaceutical codes and compliance.Ensure adherence to PhRMA/EFPIA guidelines, anti-bribery requirements, HCP limits, privacy/security rules, and transparency reporting.Stay informed on emerging policies, best practices, and regulatory changes.Financial + Budget ManagementOversee creation, approvals, and reconciliation for complex multi-stream and multi-currency budgets.Monitor margins, expenses, payment schedules, and PO management.Ensure timely reconciliation (within 30 business days or client-specific requirements).Track change orders, enhancements, and revenue opportunities.Review Clockify time allocations to ensure accurate resource management.Team Leadership + DevelopmentLead, coach, and mentor direct reports and broader project teams.Conduct performance conversations, development plans, and training needs assessments.Support hiring, onboarding, and ongoing coaching for new team members.Foster a culture of collaboration, motivation, accountability, and operational excellence.Governance + ToolsChampion use of Impact XM operational tools including PROJECT LAB 360 and Clockify.Ensure documents, SLAs, and workflows remain accurate, current, and compliant.Reinforce governance across client processes and standard operating procedures.Who You AreExperienced Life Sciences event professional with strong pharma, HCP, and medical compliance knowledge.A proven leader of large-scale congresses, investigator meetings, and advisory boards.Confident managing cross-functional teams, budgets, timelines, and suppliers.A strategic problem-solver skilled in risk management and escalation.Calm under pressure, exceptional communicator, and meticulous with details.About Impact XMImpact XM is a global event and experiential marketing agency that empowers brands to power business. From events, exhibits and environments to digital engagements and consumer activations, we create experiences that connect brands and consumers in a meaningful way. This ensures we live up to our name by making a positive impact on people's lives and our clients' business.OUR BRAND – What We BelievePassionis Paramount – We love what we do, take pride in doing it and celebrate what we accomplish.ABCAlways Be CURIOUS – We explore the possibilities, discover innovative solutions, and learn from experience.We>MeCollaboration and transparent communication creates our best work.Trustis Earned – We are defined by our actions and held accountable to our co-workers, clients, and outcomes.Respectis Given – We understand, acknowledge, and appreciate the perspective and actions of others.Safety MessageWe want to ensure your safety and protect you from potential scams. Recently, there have been fraudulent job postings circulating online that impersonate Impact XM. These scams aim to deceive unsuspecting applicants by offering nonexistent positions and requesting personal information or upfront fees.Remember that our company does not endorse any job postings outside our official job channels. All of our open jobs can be found and applied to on our official careers site . If one of our team members is reaching out to you regarding a role it would come from an email alias ending in @impact- If you encounter a suspicious offer, report it through the job platform on which you found it or report email as spam.