Pharmaceutical Event Operations Associate Manager – Project Coordination & Logistics

KPS Life is searching for an experienced Event Operations Associate/Manager in the pharmaceutical space to support a key client. This role is responsible for delivering exceptional experiences across internal and external corporate events. The right candidate will be a proactive problem-solver with a talent for juggling multiple projects in a dynamic environment. This position involves comprehensive event planning, from ideation through execution, with a strong emphasis on administrative precision, creative strategy, and vendor coordination. You’ll work collaboratively with senior team members and external stakeholders to ensure seamless event delivery. This position can be remote based, preferably in the NY, NJ,CT, PA area for in-person monthly meetings. If you have event planning/management experience in the pharmaceutical industry, please reach out to us today for more details!

Key Responsibilities

End-to-End Event Execution:

• Support planning efforts across a variety of events ranging from small off-sites to large-scale multi-day conferences.
• Draft event proposals including format, schedule, and attendee experience strategy.
• Schedule and lead planning sessions with stakeholders and internal teams from kickoff through wrap-up.
• Develop and manage timelines to align deliverables across teams and vendors.
• Create detailed run-of-show documents and event briefs capturing key logistics and contingencies.
• Collaborate with internal creative and communications teams on signage, programs, presentation materials, and branded content.
• Facilitate speaker sourcing, outreach, and pre-event preparation.
• Manage supplier selection, RFP processes, and contracting; maintain accurate event budgets and reconcile post-event costs.
• Research and secure venues aligned to business goals; attend and evaluate site visits.
• Build strong working relationships with venues and vendors.
• Coordinate virtual event technology needs and collaborate with tech teams to deliver seamless digital components.
• Oversee registration logistics including invitation design, attendee management, and on-site check-in.
• Develop and manage catering plans and dietary accommodations.
• Secure and manage entertainment, décor, and other experiential elements.
• Handle inventory, packing, and shipping of event supplies and promotional materials.
• Draft and deploy communications pre-, during, and post-event; manage feedback surveys and post-mortem analysis.
• Serve as a primary contact for attendees on-site and virtually.
• Book and coordinate travel, accommodations, and reimbursements for participants and staff.
• Maintain accurate financial records, forecasting, and vendor invoice review.
• Conduct post-event evaluations with internal teams and partners to identify performance metrics and future improvements.
  
  

Ideal Qualifications

• Clear and confident communicator, both written and verbal.
• Budget-conscious with strong numerical and reporting skills.
• Skilled in coordinating logistics, scheduling, and cross-team collaboration.
• Meticulously organized with a sharp attention to detail.
• Comfortable managing multiple workstreams with competing deadlines.
• Innovative and creative, able to adapt plans quickly under pressure.
• Demonstrated leadership in collaborative team settings.
• Strong project management background, including the ability to scope, plan, execute, and evaluate multiple complex initiatives simultaneously.
• Proven track record of financial stewardship, including budgeting, cost forecasting, expense tracking, and vendor negotiation to optimize spend.
• Experience in defining, tracking, and reporting on key performance indicators (KPIs) and metrics to assess event effectiveness and ROI.
• Bachelor’s degree required.
• Minimum of 5 years of experience in end-to-end event coordination, preferably within healthcare, life sciences, or a similarly regulated field.