Job Title: Manager of Operations (Event Planner)
Location: Los Angeles, CA
Type: Direct Hire
Compensation: $65,000.00 - $100,000.00
Work Model: Remote
Hours: 40.0
Overview
Seeking a highly organized Manager of Operations (Event Planner) to help run and scale Rare Disease Advocates' day-to-day operations, with a major focus on planning and executing events across multiple states. This role owns end-to-end event logistics (vendors, venues, budgets, timelines, onsite support and post-event reconciliation) while also supporting geographic expansion, sponsor/stakeholder communications, and patient assistance initiatives in a primarily remote, travel-required capacity.
Responsibilities
- Coordinate the planning and execution of conferences, summits, educational programs, and other organizational events.
- Work closely with leadership, sponsors, speakers, venues, vendors, and other partners to ensure successful event execution.
- Coordinate event logistics, including registration, catering, audiovisual needs, signage, materials, room setup, travel logistics, and other operational requirements.
- Maintain event timelines, task lists, budgets, and operational checklists.
- Attend and provide onsite operational support at conferences which are generally held on weekday evenings.
- Coordinate post-event follow-up, including vendor communication, expense reconciliation, and assessment of event outcomes.
- Support expansion into new geographic markets by identifying potential locations, coordinating with local stakeholders, and developing operational processes.
- Assist with tracking opportunities, timelines, and operational requirements related to geographic expansion.
- Coordinate with leadership and accounting regarding budgets, invoices, payments, sponsorship revenue, and expenses.
- Assist with monitoring budgets, vendor invoices, sponsorship payments, purchase requests, and follow-up.
- Serve as a point of contact for sponsors, healthcare providers, vendors, speakers, and community partners, managing communication and follow-up.
- Assist with event announcements, social media, newsletters, stakeholder communication, and organizational materials.
- Provide operational support for patient assistance initiatives, including documentation, referrals, and follow-up activities.
- Develop and maintain workflows, procedures, checklists, and systems to enhance operational efficiency.
- Track deadlines, deliverables, and action items across multiple initiatives.
- Support leadership with special projects and organizational priorities as needed.
Requirements
- Bachelor's degree or equivalent professional experience preferred.
- Proven experience in operations, event management, nonprofit, healthcare, or related fields.
- Strong organizational and project management skills with the ability to manage multiple priorities and deadlines.
- Excellent written and verbal communication skills.
- Experience with budgeting, invoices, financial coordination, or administrative operations preferred.
- Proficiency with Microsoft Office, QuickBooks, and project management tools.
- Experience working with healthcare organizations, pharmaceutical companies, or patient advocacy organizations is a plus.
- Willingness to attend evening conferences and travel for events as needed.
- Strong attention to detail, professionalism, initiative, problem-solving skills, and follow-through.
System One, and its subsidiaries including Joulé and Mountain Ltd., are leaders in delivering outsourced services and workforce solutions across North America. We help clients get work done more efficiently and economically, without compromising quality. System One not only serves as a valued partner for our clients, but we offer eligible employees health and welfare benefits coverage options including medical, dental, vision, spending accounts, life insurance, voluntary plans, as well as participation in a 401(k) plan.
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Ref: #568-Clinical
