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Events Manager - Contractor
ArteraRemote-US3-5 years
Apply About Us: Artera is an AI startup that develops medical artificial intelligence tests to personalize therapy for cancer patients. Artera is on a mission to personalize medical decisions for patients and physicians on a global scale.
Artera is seeking an experienced events contractor to coordinate, plan, and execute on successful conferences and other events. In this position, you will play a pivotal role in driving the commercial success of our organization, by ensuring an impactful and high-touch customer experience, driving lead generation and sales conversion. You will collaborate closely with Sales, Marketing, Medical Affairs, and other departments on conference attendance, conference activities, key metric collection, and event follow-up.
This position is expected to require approximately 40 hours per month on average, with occasional fluctuations around major conferences and events.
Essential Responsibilities:
Conference & Event Logistics Coordination
Support end-to-end logistics for conferences, trade shows, and other marketing events, ensuring alignment with commercial and marketing strategies.
Assist with pre-event planning activities including venue coordination, booth design specifications, and timeline development.
Coordinate remotely with on-site teams and vendors to ensure seamless execution.
Show Services & Booth Management
Orchestrate and order show services including electrical, internet, furniture, A/V equipment, and other booth requirements, as needed.
Coordinate booth setup and teardown logistics, working with vendors and service providers to ensure professional presentation and brand consistency.
Manage exhibit materials inventory, promotional collateral ordering, and booth asset tracking.
Registration & Administrative Coordination
Manage attendee registration processes for Artera team members and booth staffing.
Process and track sponsorship paperwork, contracts, and related documentation.
Internal communication and coordination with Artera attendees.
Vendor & Budget Management
Build and maintain relationships with event vendors, venues, and service providers.
Negotiate contracts and hold vendors accountable for deliverables, timelines, and budget adherence.
Track event expenses, process invoices, and ensure cost-effective execution aligned with budget constraints.
Documentation & Record-Keeping
Maintain detailed records of event plans, vendor contracts, invoices, and transaction histories.
Document event activities, vendor performance, and process improvements for future events.
Track and compile key event metrics including attendance, lead generation, and expenses for reporting.
Logistics & Shipping Coordination
Coordinate shipping logistics for event materials, including packing, labeling, and tracking shipments to and from venues.
Arrange local courier services and coordinate material pickups/deliveries as needed.
Education and Experience Requirements:
3-5 years of experience in event management, preferably in the urology or oncology space.
Experience coordinating and executing on medical conferences.
Experience leading cross-functional initiatives, with demonstrable ability to achieve results, hold vendors accountable, and manage shifting priorities.
Cultural Fit
Tight alignment with Artera’s values of Patient Success, Impact, Perseverance, Team Synergy, and Efficiency.
Capable of operating in a lean and cost-efficient way.
Results-oriented mindset, with a passion for driving fast and sustainable growth and delivering value to customers.
Experience driving commercial success at fast-growth startups, with rapidly evolving products in a competitive landscape.
Excellent communication and interpersonal skills, with the ability to build rapport with clients and internal stakeholders.
Familiarity and experience with Google Suite tools including G-Drive, Google Sheets, Google Docs, etc.
Equal Employee Opportunity: At Artera, we value bringing together individuals from diverse backgrounds to develop new and innovative solutions for patients and physicians. As an equal opportunity employer, we do not discriminate on the basis of race, color, religion, national origin, age, sex (including pregnancy), physical or mental disability, medical condition, genetic information gender identity or expression, sexual orientation, marital status, protected veteran status, or any other legally protected characteristic.