Event Manager at Meso Scale Discovery Silver Spring, MD

Silver Spring, MD, USA|Travel, Onsite

Job Overview

Employment Type

Full-time

Work Schedule

Standard Hours

Flexible

Benefits

Health Insurance

Dental Insurance

Paid Time Off

Retirement Plan

Professional Development

Travel reimbursement

Employee Discounts

Job Description

Our company is a dynamic, forward-thinking organization specializing in delivering high-impact marketing events, including tradeshows, conferences, VIP customer engagements, and large-scale annual sales meetings. We operate within a corporate environment where innovation, meticulous planning, and seamless execution are at the core of our marketing strategy. As a key player in our industry, we prioritize brand consistency and customer engagement while fostering a collaborative relationship across marketing, sales, and product teams, both locally and internationally.

The role of the Events Manager is vital to our company's success in maximizing brand exposure and driving business growth through expertly coordinated events. This position demands an experienced professional with a strong background in tradeshow and event management, capable of overseeing the full lifecycle of events from initial contract negotiation through to post-event analysis and reporting. The Events Manager is responsible for maintaining an extensive 18-month event calendar that ensures alignment with broader marketing campaigns and sales goals, managing budgets with financial prudence, and collaborating cross-functionally to deliver memorable and impactful event experiences.

In this role, you will be entrusted with managing multiple projects simultaneously, including large tradeshows, smaller customer and tabletop events, and the strategic fulfillment of marketing collateral requests. Your responsibilities will extend to vendor negotiations, logistics coordination such as shipping and booth installation, as well as inventory management of promotional materials and marketing assets. By serving as the pivotal liaison among marketing, sales, product teams, and vendors, both domestic and international, you will ensure that each event not only meets but exceeds expectations.

Moreover, the Events Manager plays a critical role in organizing our key annual sales meeting, handling everything from venue selection and contract negotiations to activity planning and attendee management for over 200 participants. You will also maintain accuracy in the use of branding elements, overseeing print production and distribution of marketing collateral, and ensuring compliance with brand guidelines.

The ideal candidate will have a proven track record of taking ownership of tradeshow events within the last five years, demonstrating expertise in space selection, contract negotiation, service coordination, compliance, and onsite logistics management. Exceptional organizational, communication, and project management skills are essential to thrive in this fast-paced, deadline-driven environment. If you are someone who excels under pressure, has a passion for events, is detail-oriented, and enjoys collaborating with diverse teams to drive business success, this opportunity is designed for you.

Job Requirements

Bachelor's degree in marketing, events management, or business administration
minimum 5 years of experience in a corporate environment
tradeshow management experience
ability to manage multiple project calendars and event details
experience in budget preparation and tracking
skills in print production coordination and collateral management
strong organizational and problem-solving skills
proficiency in MS Office including advanced Excel
excellent communication and interpersonal skills
ability to work under tight deadlines
capability to travel including overnight stays and work outside normal business hours
ability to lift up to 40 lbs
ability to work in a traditional office environment and variable conditions during travel

Job Qualifications

Bachelor's degree in marketing, events management, or business administration
minimum 5 years of experience in a corporate environment
proven tradeshow management experience
experience managing multiple project calendars and event details
expertise in preparing, managing, and tracking budgets
experience coordinating print production and collateral management
strong organizational and project management skills
excellent oral and written communication skills
proficiency with MS Office and advanced Excel skills
demonstrated ability to produce comprehensive trade show plans and reports
ability to work effectively in a fast-paced environment
experience working collaboratively with cross-functional teams

Job Duties

Develop and manage comprehensive project timelines and event checklists for large-scale conferences that serve as the primary liaison and coordination point for North American and international teams
lead end-to-end tradeshow planning and execution including securing booth logistics quotes and vendor proposals and processing conference agreements
identify and manage event-related vendors including negotiating pricing and processing agreements and invoices
develop and manage event budgets and forecasts including tracking expenses and preparing monthly reporting summaries with recommended changes for future events
coordinate all booth logistics including renewal booth storage and logistic agreements and manage vendor coordination such as AV, electrical, furnishings, and labor
ensure timely delivery of all marketing materials, signage, collateral, and promotional items and oversee print production of collateral and giveaways working closely with Marketing and Creative Design teams
fulfill brochures requests from SFDC to field sales reps and maintain print inventory of collateral
support field sales representatives for tabletop exhibits including roller banners and table drapes
source sustainable brand promotional items and reorder promotional giveaways for tradeshows, prospects, and customer/VIP meetings
support customer briefings and experience center initiatives
process and track vendor contracts, invoices, and payments while maintaining organized documentation
serve as the marketing document approval system administrator coordinating and distributing final approved documents between Marketing and Creative teams
prepare and distribute management-level post-event summary reports