Event Project Manager

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

SpotMe is a leading B2B event platform that helps enterprises increase the impact of their events by delivering CRM-connected, high-quality experiences across in-person, virtual, hybrid events, and webinars. With a strong focus on life sciences, SpotMe powers Onomi: an HCP engagement product that enables medical and commercial teams to run impactful congresses, symposia, advisory boards, and webinars. Together, SpotMe and Onomi turn events into a company's most effective engagement channel.

This position is the ideal role for an agency meetings project manager or event/meeting planner with experience in congress/convention or education planning and execution, and interested in technology, engagement and analytics.

You bring 2+ years of prior experience in congress engagement, KOL and stakeholder management, congress and education event project planning and execution. You know the quirks of event approval workflows across Commercial, Legal Review, not just that they exist, but how they actually slow things down and how to work them.

As a Project Manager, your role will be to lead and execute end-to-end congress, webinar, adboard and education event projects both onsite and remote.

This will involve independently building, configuring and launching our suite of live engagement apps (web, mobile, portal, video, AI) using our SpotMe Backstage Content Management System (30%).

You will be professionally managing our customers, and other senior stakeholders with clear, timely communications to enhance experience adding value across the entire project lifecycle (20%).

As you approach the live event, you will coordinate closely with stakeholders to ensure seamless execution on event day. You will be training faculty, field sales team, booth staff and agencies, and thoroughly reviewing the event apps to guarantee flawless delivery. You will ensure that onsite technology (interaction tracking with apps, microapps, iPads, badge printers) has been fully configured and tested end-to-end. (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 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 detailed reports, dashboards and recommendations to the customer, highlighting successes and identifying areas for future improvement (10%).

Objectives - The problems you will solve

During your 6-month ramp-up period:

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 and our product by building and test driving a mobile app and webinar during your first week.
• Building 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.
• Getting trained on how we deliver projects at SpotMe, develop a deep understanding of the value of our products proposition and experience it by shadowing colleagues in a full project lifecycle in month 1/2.
• Managing at least 3 complete on-site projects end-to-end - including onsite presence for at least 2 events.

In your first 6 months, you have:

• Become an advocate for our medical education tactics, successfully influencing faculty members to adopt them.
• Gone global, completing an international onsite project with our Europe team or one of our Europe customers.
• Mastered the full playbook by leading and completing a project in each of our core use cases: webinar, congress, education and advisory board.
• Been consistently recognized by clients for delivering best-in-class contributions that elevated event execution and enhanced overall participant experience and outcomes.

At 12 months, as a SpotMe product subject matter expert, you will have grown well beyond delivery into a trusted, multi-format expert who shapes how we run programs:

• Led an average of ~7 onsite projects per quarter (≈28 per year), or 13 remote projects per quarter, or an equivalent mix.
• Started growing the next generation of PMs, supervising 2-5 projects per quarter alongside junior/associate team members.
• Driven new business, by successfully concluding a meaningful upsell deal through one of your referrals and/or joining at least one business development activity with our sales team (webinar, tradeshow, speaking engagement, or RFP pitch).

This role requires frequent travel, out of hours availability and weekend work. About 20 to 40% of your time will be spent traveling onsite. Project planning typically occurs 3-9 weeks in advance, depending on project type.

What you need to be great at

• 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).
• 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.