Manager, Conventions and Events

About the role

The Manager, Conventions and Events supports the planning, coordination, and execution of Azurity’s national and regional conference presence. This role manages day-to-day conference operations, vendor coordination, internal tracking, compliance follow-through, and budget documentation across a high-vol-ume conference calendar.

This role sits within Corporate Communications and works closely with brand marketing, sales leadership, Medical Affairs, Compliance, agency partners, interns, and conference vendors.

Key Responsibilities

• Manage booth reservations, exhibitor registrations, floor plan reviews, conference portal requirements, and related deadlines.
• Cook up with vendors on booth setup, storage, shipping, print materials, branded assets, estimates, and statements of work.
• Serve as a day-to-day contact for conference vendors, exhibitor services teams, and meeting planners.
• Cook up ancillary events such as meeting rooms, product theaters, private events, and related logistics.
• Maintain the Conference Tracker as the primary source of truth for deadlines, logistics, approvals, and status updates.
• Create and maintain detailed conference briefs for priority events.
• Support the distribution and tracking of conference-related work across internal team members and interns.
• Keep SharePoint folders, Outlook conference folders, contracts, invoices, portal documents, creative files, and shipping details organized by event.
• Manage conference approval steps and help ensure required documentation is submitted accurately and on time.
• Track compliance portal submissions, approval status, and required follow-up.
• Cook up COI requests, HCP reporting needs, and other applicable compliance requirements.
• Submit and track conference contracts through Ironclad or the appropriate legal review process.
• Track conference spend across brand budgets and shared cost centers.
• Maintain cost splits, actuals, and budget notes for shared conferences.
• Support invoice tracking, payment status follow-up, and budget documentation for sponsorships, booth services, AV, food and beverage, shipping, and related costs.
• Send attendee communications, including save-the-dates, travel guidance, agendas, and logistics reminders.
• Cook up pre-conference logistics calls and capture questions, expectations, schedules, and next steps.
• Support pre-conference engagement efforts, including email campaigns, LinkedIn content coordination, attendee targeting, and teaser communications.
• Manage lead retrieval orders, app access, login details, and pickup instructions.
• Support post-conference wrap-up, including lead status, follow-ups, lessons learned, and next-year recommendations.
• Support a proactive, ROI-focused conference model by keeping planning, execution, and follow-up organized.
• Identify opportunities to simplify workflows, reduce missed deadlines, and improve team visibility.

Qualifications

• 2+ years of experience in event planning, conference operations, project coordination, marketing operations, preferably in the pharmaceutical or healthcare field.
• Ability to manage multiple events, deadlines, vendors, and details at the same time.
• Proficiency with Microsoft 365 tools, including Outlook, Teams, SharePoint, Excel, and related tracking or collaboration platforms.
• Experience coordinating vendors, contracts, invoices, budgets, or cross-functional project details.
• Excellent organization, follow-through, and attention to detail.
• Comfortable working with tight timelines, shifting priorities, and last-minute changes.
• Clear written and verbal communication skills.
• Experience supporting email campaigns, CRM tools, or pre- and post-event engagement.

Fulltime Physical & Mental Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Must be able to sit for long periods of time
While performing the duties of this job, the employee is frequently required to stand; walk; sit; talk and/or hear
May occasionally climb stairs and/or ride elevators

The employee must occasionally lift and/or move up to 25 pounds

Employee must be able to manipulate keyboard, operate a telephone and hand-held devices

Other miscellaneous job duties as required

Benefits

• Unlock Your Earning Potential: Join our team and be rewarded with a competitive compensation package, including an annual bonus based on company performance, that recognizes your exceptional talent.
• Sales - In lieu of annual bonuses, we offer an Incentive compensation program that allows you to earn more - even over plan.
• Fuel Your Success: *Sales Only* - We understand the value of your hard work and provide a car reimbursement program and gas card for both business and personal use as part of our commitment to supporting you.
• Comprehensive Health Coverage: We value your well-being and offer excellent medical, dental, vision, and prescription coverage to ensure you and your family are always taken care of.
• Flexibility for Your Lifestyle: Achieve work-life balance with our hybrid work model, allowing you to work two days from home and three days in the office. *Excludes Sales, Manufacturing, and some Operations positions*
• Invest in Your Future: Our Retirement Savings Plan (401K) is designed to help you secure a comfortable retirement by matching dollar for dollar up to 5%.
• Time Off That Counts: Take advantage of our generous time off policy, which offers up to 15 vacation days annually + rollover (up to 40 hours) as well as five sick/wellness days.
• For new employees, vacation accrual will be prorated based on your start date.
• Meaningful Time with Your Loved Ones: We close between Christmas and New Year’s to give you an extra week off to spend quality time with your family and recharge.
• Enjoy the Holidays: Over the course of the year, Azurity recognizes 13 holidays.
• Invest in Your Education: We support your professional growth with tuition reimbursement for undergraduate and graduate level courses or certifications.
• Recognize and Be Recognized: Our Azurity High Five peer recognition platform allows you to celebrate your colleagues' accomplishments and receive recognition for your own outstanding work.