Director, Healthcare Meeting & Event Services

Impact XM is a global leader in event and experiential marketing. We are looking for a Director, Healthcare Meeting & Event Services to join our team Dayton, NJ.

The Director, Healthcare Meeting & Event Services directs and coordinates activities of the Healthcare Meeting and Events Team, ensuring high-quality, compliant execution of healthcare-focused programs. Leads the team in delivering exceptional service to clients, while managing all aspects of event planning, budget management, and regulatory adherence

Responsibilities

• Reviews production orders or schedules to ascertain project data such as types, quantities, and specifications of deliverables and scheduled delivery dates in order to plan department operations.
• Plans production operations, establishing priorities and sequences for project delivery.
• Prepares operational schedules and coordinates department activities to ensure production and quality of products meets specifications.
• Reviews operating reports and resolves operational problems to ensure minimum costs and prevent operational delays.
• Reviews forecasts and current work assignments to manage team schedules for a monthly, quarterly, and annual view.
• Manages resource allocation to maximize team’s utilization; proactively forecasting and identifying any resource overages or shortages
• Develops or revises standard operational and working practices and observes staff to ensure compliance with standards.
• Prepares proposals, RFP's, budgets and sales presentations.
• Oversees staff in preparing pricing and client billing for Department.
  
  

Hands On Meeting And Event Fulfillment Responsibilities To Include

• Event Planning & Coordination: Oversee the end-to-end planning of healthcare meetings and events, including conferences, workshops, webinars. Manage event logistics such as venue selection, catering, AV setup, registration, and travel arrangements. Ensure all event communications and materials comply with healthcare industry regulations (e.g., Sunshine Act reporting, HIPAA) as needed.
• Budget Management: Develop and manage event budgets, ensuring cost-effective solutions without compromising quality. Track expenses and negotiating contracts with vendors to achieve favorable terms.
• Stakeholder Management: Collaborate with internal teams (marketing, medical affairs, compliance) to align events with organizational goals.
• Registration: Must have an advanced knowledge of Cvent to assist with website building and pulling reports.
• Compliance & Reporting: Ensure compliance with relevant healthcare laws and regulations (e.g., PhRMA Code, AdvaMed Code) for all meetings and events. Track and report spend in accordance with government and organizational transparency requirements.
• Vendor & Venue Management: Build and maintain relationships with venues, suppliers, and service providers to ensure the successful execution of events. Conduct site visits to ensure that venues meet event specifications and quality standards as needed
• Post-Event Analysis: Gather feedback from attendees and stakeholders to assess event success and areas for improvement.
• Provide sales support for MES Healthcare services.
• This role requires a dynamic individual who can lead, innovate, and drive operational excellence while ensuring client satisfaction and team success.
  
  

Supervisory Responsibilities

Directly supervises 1-7 employees in the Healthcare Meeting and Events Department. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems. In addition to day-to-day team management, focus on mentoring and developing a high-performing team capable of delivering industry-leading healthcare events

Qualifications

• Strong leadership and strategic thinking skills, particularly within the healthcare event management space
• Must be passionate about working with people and be customer-centric.
• Thrives in an entrepreneurial and independent environment.
• Is impervious to limits or roadblocks.
• Embodies flexibility, open-mindedness and receptivity.
• Actively works out solutions and has strong problem solving ability.
• Identifies something valuable in being part of a team and ability to effectively collaborate.
• Must be able to develop excellent rapport with existing and prospective clients.
• Highly effective communication skills are required: including the ability to make effective and persuasive presentations; prepare written documentation including proposals, quotations and letters; maintain accurate and complete client and project files.
• Have a proactive management style: able to coach and mentor staff and effectively communicate and guide team members within meetings and events as well as other departments.
• Must have a good “business sense”.
• Exhibit the ability to multi-task, sell, and operate under severe time constraints and immovable deadlines. Good organization, detail and follow-up skills are required.
• Proficient using Microsoft office programs.
  
  

Education And/or Experience

Fifth year college or university program certificate; or six o ten years related experience and/or training; or equivalent combination of education and experience.

About Impact XM

Impact 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 Believe

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.

Impact XM Benefits

Impact XM offers a comprehensive benefit package including competitive salaries and the opportunity for growth within our exciting industry!