Asst Mgr - Events (Integrated Medical Communications)

The Integrated Medical Communications (IMC) Event Assistant Manager will be responsible for assisting the Director of Events with managing operational and administrative functions to ensure divisional projects are delivered efficiently within all medical professional events, congresses, and symposiums. The Event Coordinator will also provide overall administrative support to the team’s administrative process.

Support Of Customer Facing Meetings & Events

• Responsible for ensuring menu selections for meals and breaks are delivered as contracted
• Provide premium customer service for all attending physicians, aestheticians, and project managers
• Management of onsite materials, including tracking and ordering of samples and marketing/training materials
• Securing space and meals at Hudson Yards or other L’Oréal locations and ensuring attendee registration for entry through security
• Support event setup, execution, and breakdown
• Responsible for guaranteeing customer satisfaction by ensuring top-notch customer services
• Develop and build relationships with outside vendors
• Manage housing blocks and meeting registration
• Processing reimbursements and honoraria payments for guest speakers, help coordinate their travel
• Coordinating all AV needs for the event
• Responsible for supporting all aspects of project management including, hotel management, F&B, AV, conference registration, pre-post communication
• Support Director of Events on the full scope of planning, production, and execution of in-person meetings, trade shows, special events

Team Administrative Support

• Onboarding of new vendors
• Ordering of materials and supplies
• Submission of monthly VP expense report
• Facilitating the team by creating all necessary purchase orders
• Manage all inventory of product gratis and swag from warehouse

What We Are Looking For

• Cvent knowledge and experience a plus
• Must have strong project management, organizational and communication skills
• Ability to communicate effectively with employees at all levels, and work well cross-functionally
• Knowledge of all Microsoft Office programs including Microsoft Word, Excel, Outlook, and Powerpoint
• Ability to multi- task and meet deadlines
• Ability to learn new tools and systems quickly
• Ability to manage multiple priorities in a fast-paced, dynamic environment
• Excellent attention to detail
• Prior Tradeshow experience, including working with housing bureaus a plus

Physical Demands Or Requirements

• May be required to lift and/or move up to 40 pounds
• Travel required, occasionally over a weekend (20%)

Education/Experience/ Licenses Or Certificates

• Trade Show, Event Management or Hospitality industry related experiences preferred
• Bachelor’s Degree (Marketing, Communications, PR, Hospitality or related field) preferred