COMPANY DESCRIPTION
IMAPAC is a leading producer of live events, biopharma data, and digital marketing solutions tailored for the global biopharmaceutical industry. We assist companies in expanding their influence through digital advertising, making data-driven decisions with our industry data, and engaging with other professionals for knowledge exchange and quality networking. IMAPAC is driven by a mission to help biopharmaceutical businesses achieve tangible growth through innovation and quality-focused solutions.
ROLE DESCRIPTION
We are looking for a highly organized, people-oriented, and detail-driven Senior Event Operations & Admin Officer to join our team and ensure seamless execution of event logistics and administrative functions. This role shall primarily support UK/EMEA projects thus flexibility to work during such hours of that region supported is required.
The Senior Event Operations & Admin Officer will manage the day-to-day administrative tasks, coordinate event conceptualization, design, logistics, provide excellent customer service, organize records, and effectively communicate with team members and clients. The role will require strong organizational skills and the ability to handle multiple tasks simultaneously.
KEY RESPONSIBILITIES
Event Operations & Logistics
- Coordinate with vendors, venues, and third-party suppliers to ensure timely and cost-effective event setup, execution, and teardown.
- Negotiate with vendors for AV, catering, print, merchandise, signage, etc. to achieve the best service and rates.
- Liaise directly with sponsors, exhibitors, and delegates to understand and fulfil their onsite logistics requirements (e.g., exhibition setup, VIP access, speaking arrangements).
- Support venue bookings, floorplans, and rooming lists for physical and hybrid events.
- Prepare and maintain detailed operational timelines and run sheets for each event.
- Be on-ground during events (or virtually, if remote) to troubleshoot issues, manage registration desks, and ensure smooth attendee experience.
Client & Customer Service
- Act as a point of contact for clients before and during the event regarding their operational needs and deliverables.
- Ensure high levels of customer satisfaction through timely responses, clear communications, and proactive support.
Administration
- Maintain accurate records, files, and trackers related to logistics, contracts, and vendor payments.
- Support office and team administrative tasks including filing, inventory, courier coordination, document handling, and travel arrangements.
- Assist with preparation of event kits, certificates, materials, and post-event reports.
QUALIFICATION & SKILLS
- Bachelor's degree in Events Management, Business Administration, Hospitality, or related field.
- Minimum 3-4 years of relevant experience in event coordination or operations (corporate events, conferences, exhibitions preferred).
- Strong negotiation and vendor management skills.
- Excellent written and verbal communication skills.
- Able to multitask and work under pressure in a fast-paced environment.
- Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and digital tools (e.g., Trello, Zoom, Google Drive).
- Strong attention to detail and highly organized.
- A customer-service mindset with problem-solving abilities.
- Willingness to work occasional evenings/weekends or travel as needed for events.
WHY JOIN US
- Be part of a purpose-driven team producing events that impact the global life sciences industry.
- Work with an international, diverse, and passionate team.
- Opportunities for growth and development within the events & conference industry.
- Dynamic and collaborative work culture.
