Event Project Manager Life Sciences

Job description

Mission – Why we exist, what we do, and why we need you

Onomi exists to make pharma and event engagement work better. We give life sciences teams one solution to run their in-person and virtual engagements while capturing every interaction in their CRM. By making events easier to manage and measure, we help pharma create better experiences for healthcare professionals, at a lower cost. Our solution turns complex congress engagements, webinars, standalone meetings, advisory boards and field-led meetings into meaningful connections that drive results for commercial and medical teams.

This position is the ideal role for an agency/pharma meetings project manager or event/meeting planner with experience in congress/convention planning and execution. With 2 years+ prior experience in congress engagement, KOLs and pharma stakeholder management, KOLs mapping and engagement, KOLs appointment management, congress and life sciences event project planning and execution, onsite business suite management, and ancillary meetings planning in life sciences. A thorough understanding of event approval workflows for Commercial, Medical, Legal Review process is also required, and regulatory requirements.

While the role is primarily with our services team, you will have a direct impact on product development, service offerings and customer acquisition. This position works very closely with the Congress Lead but reports to the VP Professional Services.

As a Project Manager, Life Sciences with SpotMe your role will be to lead and execute end-to-end congress and other life sciences event projects both onsite and remote:

• This will involve independently building, configuring and launching our web and mobile native event apps using Backstage to create Life Science and Congress events that drive meetings, lead scanning and engagement with HCPs (30%).
• You will be professionally managing our customers, and other senior stakeholders with clear, timely communications to enhance the customer experience adding value across the entire project lifecycle (20%).
• As you approach the live event, you’ll coordinate closely with congress organisers, vendors, internal departments, and the customer to ensure seamless execution on event day. Responsibilities may include iPad sign-in, lead scanning, setup and management of the appointments module for meeting planning, training field sales teams, booth staff, agencies and customers how to use their onsite modules, and thoroughly reviewing the event apps to guarantee flawless delivery (20%).
• For the live event, your responsibilities may vary depending on the type of modules being used but may include ensuring speakers are fully briefed and prepared, whether they’re presenting in a webinar, hosting a virtual session, or speaking onsite at a medical standalone or symposium.  You will be responsible for all event operations running smoothly for both virtual and face to face projects (20%).
• Following the event, you’ll handle post-event communications, analyze event data, and deliver insightful reports, dashboards and recommendations to the customer, highlighting successes and identifying areas for future improvement (10%).

This role requires frequent travel, out of hours availability and weekend work. Approximately 40% of your time will be spent travelling onsite for the setup and management of 20 - 30 projects per year. Planning is typically 3-9 weeks in advance depending on project type.

Objectives - The problems you will solve

In your first 3 months, you will onboard, get hands-on with our product and solutions, become familiar with our existing standard operating procedures and get introduced to our services, implementation, product and sales teams. This means you will:

• Learn Backstage by getting certified with our SpotMe Academy, and by embedding yourself in building apps within month 1
• Get trained on how we deliver projects at Onomi, develop a deep understanding of the CongressIQ value proposition and experience it by shadowing colleagues in a full project lifecycle in month ¹⁄₂
• Manage at least 3 complete congress or life science projects end-to-end- including onsite presence for at least 2 events

After 6 months, you have completed 8 congress or life science projects, maintaining CES at ≥ 4.5 and sNPS at ≥ 60% and you have been assigned to and kicked off a further 10 projects. You have built all of your existing and new events in Backstage with minimal supervision, demonstrating quality follow up emails and no errors in all core modules of the event found during the Project Reviews. You will receive praise from your customers for your contributions to the success of their events and how you’ve helped to enhance the event experience and outcomes.

After 12 months, as a SpotMe product and CongressIQ subject matter expert you have completed 24 congress or life science projects, maintaining CES at ≥ 4.6 and sNPS at ≥ 60%. You have ensured that all CongressIQ modules are used and successfully adopted when contracted and you have created 4 opportunities for additional modules/services upsells to better serve your customers. You will have Life Science clients requesting you manage their congress and stand alone events.

What you need to be great at:

• Congress, meetings and event project management and process workflows with strong industry expertise: you bring deep expertise in pharma meeting and congress planning and execution, whether from agency or corporate backgrounds. You understand pharma priorities at every stage - before, during, and after events and translate complex workflows into clear, effective standard operating procedures that keep everything running smoothly and aligned with business goals.
• Building strong stakeholder relationships with a service-driven mindset: you adeptly engage US and EU customers, KOLs, and medical societies by understanding their unique needs - you navigate and plan every interaction with an extreme sense of service, aligning with corporate pharma stakeholders and KOLs.
• Influence and escalation: you understand how pharma decision-making works and confidently escalate to leadership when necessary to move projects beyond initial hurdles and bypass common delays and objections.
• Technical dexterity: you have the ability to effectively and confidently deliver practical solutions (build and ship) in Excel, Veeva CRM, Veeva Link, Cvent, and SpotMe/Onomi.
• Balancing compliance with business needs: you can skillfully balance pharma regulatory compliance and legal review processes with business objectives, navigating and resolving potential roadblocks without compromising project momentum.
• Product-smart: you understand not every customer request translates directly into a feature. You have the ability to generalize needs and prioritize solutions that deliver true value.

SpotMe recruits, compensates, and promotes regardless of race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, parental status, or veteran status.