Event Management Lead
Impact XM
full-time
Posted on:
Location Type: Office
Location: Leatherhead • 🇬🇧 United Kingdom
Visit company websiteJob Level
Senior
About the role
- Serve 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.
- Lead 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.
- Serve 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.
- Oversee 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.
- Lead, 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.
- Champion 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.
Requirements
- Experienced 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.
Benefits
- Passion is Paramount – We love what we do, take pride in doing it and celebrate what we accomplish.
- ABC Always Be CURIOUS – We explore the possibilities, discover innovative solutions, and learn from experience.
- We>Me Collaboration and transparent communication creates our best work.
- Trust is Earned – We are defined by our actions and held accountable to our co-workers, clients, and outcomes.
- Respect is Given – We understand, acknowledge, and appreciate the perspective and actions of others.