Event Manager

Impact XM creates immersive experiences for both virtual and in-person events. We’re seeking an Event Manager, Congress, Meetings & Events – Life Sciences to join our growing team. In this role, you’ll play a key part in planning and delivering high-impact meetings, congress activations, and special events for our Healthcare and Pharmaceutical clients.

• Serve as the primary liaison between suppliers and internal teams to coordinate meetings, events, training sessions, and conference hospitality suites.
• Research, evaluate, negotiate, and maintain strong relationships with preferred vendors.
• Develop proposals, cost estimates, and event budgets; track financials and provide reporting for individual events and annual program spend.
• Maintain and manage budgets throughout pre-planning, onsite execution, and post-show reconciliation.
• Lead the venue and meeting/event site selection process.
• Negotiate hotel, lodging, and meeting space rental contracts to meet approved budgets.
• Oversee schedules, materials, and services for multiple meetings and conventions for recurring clients.
• Coordinate event registration, payment processes, promotions, invitations, and sponsorship activities.
• Partner closely with client representatives and Impact XM planners to determine event logistics—attendance, housing, meeting space, catering, schedules, and payment arrangements.
• Work with convention management teams, housing bureaus, hotels, and other partners to secure and manage room blocks, registration, badging, and onsite support services.
• Oversee attendee communications, including email updates, convention information packets, and final housing/registration reports.
• Manage onsite housing, registration, and badge distribution during events.
• Oversee payment processes, including master billing, credit card use, and client-direct payments.
• Travel to onsite event locations as needed.

• Bachelor’s degree and 2+ years of experience in event, congress, trade show, or convention planning; housing bureau experience is a plus.
• A passion for working with people and delivering exceptional customer service.
• Strong attention to detail with excellent organizational and follow-up skills.
• Outstanding verbal and written communication skills—able to present effectively, create clear proposals, and maintain accurate documentation.
• Ability to juggle multiple projects, manage tight deadlines, and adapt quickly.
• Experience with in an event marketing or creative solutions agency preferred.
• Entrepreneurial mindset—independent, resourceful, and solutions-oriented.
• Flexible, open-minded, and highly collaborative.
• Ability to build rapport quickly with clients and partners.
• Strong business sense and problem‑solving abilities.
• Proficiency in Microsoft Office.

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.

is Paramount – We love what we do, take pride in doing it and celebrate what we accomplish.

We explore the possibilities, discover innovative solutions, and learn from experience.

Collaboration and transparent communication creates our best work.

is Earned – We are defined by our actions and held accountable to our co‑workers, clients, and outcomes.

is Given – We understand, acknowledge, and appreciate the perspective and actions of others.

We want to ensure your safety and protect you from potential scams. Recently, there have been fraudulent job postings circulating online that impersonate Impact XM. These scams aim to deceive unsuspecting applicants by offering nonexistent positions and requesting personal information or upfront fees. Remember that our company does not endorse any job postings outside our official job channels. All of our open jobs can be found and applied to on our official careers site.

If one of our team members is reaching out to you regarding a role it would come from an email alias ending in @impact‑ If you encounter a suspicious offer, report it through the job platform on which you found it or report email as spam.