Senior Conference Planning Specialist - Care Gap

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Position Overview

The Sr. Conference Planning Specialist will manage multi-product conferences, partner closely with product teams to support product conferences and be responsible for managing end-to-end, from approval process (including the External Support process), to execution, to include measurement and implement feedback from stakeholders throughout the company, and executing the tactical pre‑ and post‑event marketing that drives Care Gap engagement while supporting the Care Gap Marketing team. This role will also manage outside vendor relations, negotiate vendor contracts, make travel arrangements, and manage association sponsorships/involvement. This position will work across multiple departments including, but not limited to, Care Gap leadership, Care Gap marketing, training, communications, and any other department involved in the planning/attendance of the exhibits, meetings, and events.  This role ensures seamless conference presence, consistent brand execution, and efficient delivery of promotional assets, while helping identify opportunities to elevate field engagement and drive commercial priorities for Cologuard

Essential Duties

Include, but are not limited to, the following:

• Own end-to-end conference and tradeshow execution and follow-up, including lead distribution, insight summaries, recap materials, promotional reinforcement, and oversight of agencies/vendors and booth/promotional deliverables.
• Collaborate with internal stakeholders (Sales Leadership, Marketing, Compliance, Medical), cross-functional teams, and external vendors to oversee the logistics and coordination of Conferences and Tradeshows.
• Initiate and lead core planning and execution teams for Conferences and Tradeshows.
• Communicate deadlines for conference involvement to all company stakeholders and teams (inclusive of but not limited to product theaters, symposiums, receptions, etc.).
• Manage sponsorships, contracts, and deliverables with conference organizers and external vendors.
• Manage conference budgets, costs, and invoice reconciliation.
• Support and lead a cadence for team meetings and build a collaborative culture to improve customer/client satisfaction levels.
• Provide strategic counsel to leaders, driving the most effective, efficient conference planning experience.
• Manage relationships and negotiate contracts with third party vendors (logistics vendors, hotels, convention centers, and other venues).  Coordinate contract reviews, authorized signatures, counter-signed copies, deposits, and other documents required to secure space and rates. Follow all Compliance rules and regulations.
• Ensure compliant, data-driven impact, driving promotional review approval, capturing and sharing conference and competitive insights, and tracking KPIs to inform planning, resourcing, and continuous improvement.
• Uphold company mission and values through accountability, innovation, integrity, quality, and teamwork.
• Support and comply with the company’s Quality Management System policies and procedures.
• Maintain regular and reliable attendance.
• Ability to act with an inclusion mindset and model these behaviors for the organization.
• Ability to work nights and/or weekends, as needed.
• Ability to travel 30% of working time away from work location; may include overnight/weekend travel.

Minimum Qualifications

• Bachelor’s Degree in Hospitality, Business, Marketing, Communications, or field as outlined in the essential duties; or High School Diploma or General Education Degree and 4 years of relevant experience as outlined in the essential duties in lieu of Bachelor’s Degree.
• 5+ years of experience in commercial, marketing, communications, business and/or related field relevant to the essential duties.
• 5+ years of experience in Conference Planning.
• Proven working knowledge of Conference and Tradeshow industry.
• Excellent interpersonal/communication skills, ability to interact with all levels of the organization and customers, build consensus among individuals and teams.
• Strong knowledge/advanced skills in the Microsoft Suite of products (Word, Excel, and PowerPoint).
• Excellent teamwork skills and ability to integrate successfully on multiple cross functional teams.
• Strong verbal and written communication skills.
• Ability to work independently.
• Demonstrated ability to perform the essential duties of the position with or without accommodation.
• Applicants must be currently authorized to work in country where work will be performed on a full or part-time basis. We are unable to sponsor or take over sponsorship of employment visas at this time. 

Preferred Qualifications

• Previous experience managing medical/healthcare/pharmaceutical exhibits/meetings/events.

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Salary Range:

$91,000.00 - $155,000.00

 

The annual base salary shown is for this position located in US - WI - Madison on a full-time basis and may differ by hiring location. In addition, this position is bonus eligible.

Exact Sciences is proud to offer an employee experience that includes paid time off (including days for vacation, holidays, volunteering, and personal time), paid leave for parents and caregivers, a retirement savings plan, wellness support, and health benefits including medical, prescription drug, dental, and vision coverage. Learn more about our benefits.

Our success relies on the experiences and perspectives of a diverse team, and Exact Sciences fosters a culture where all employees can develop personally and professionally with a sense of respect and belonging. If you require an accommodation, please contact us here.

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We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to disability, protected veteran status, and any other status protected by applicable local, state, or federal law.

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