Events Specialist

Company Description

M3 USA is at the forefront of healthcare innovation, offering digital solutions across healthcare, life sciences, pharmaceuticals, and more. Since our inception in 2000, we’ve seen remarkable growth, fueled by our mission to utilize the internet for a healthier world and more efficient healthcare systems.

Our success is anchored in our trusted digital platforms that engage physician communities globally, facilitating impactful medical education, precise job placement, and insightful market research. M3 USA prides itself on a dynamic and innovative work environment where every team member contributes to global health advancements.

Joining M3 USA means being part of a dedicated team striving to make a significant difference in healthcare. We provide a unique opportunity for you to be at the cutting edge of healthcare innovation, shaping the future in a meaningful career. Embrace the chance to drive change with M3 USA.

Due to our continued growth, we are hiring for an Events Specialist at PracticeMatch, an M3 company.

This position is 100% onsite our office located in Creve Coeur, Missouri

Job Description

This position provides support to the Marketing department. This position deals primarily with organizing, planning, tracking, budgeting and logistics with regard to trade shows and conferences that our company attends, sponsors, and/or hosts.

Essential Duties and Responsibilities:

Including, but not limited to the following:

Core duties and responsibilities include the following, other duties may be assigned:

• Documenting and crafting show strategy in conjunction with sales and marketing teams
• Prepare and attach necessary documentation (packing lists, bill of ladings, labels) for shipments
• Safely receive trucks and unload merchandise
• Match paperwork with material to confirm receiving is correct
• Identify damaged, lost, or extra goods received in the office
• Prepare shipping materials by selecting and packing items
• Keep an updated materials management database for all inventory, in and outbound
• Arrange for freight carrier pickups and delivery schedules
• Make recommendations for better, safer, faster, processes to improve productivity and inventory accuracy
• Keep an updated budget of projected and actualized expenses on tradeshows/events
• Manage tradeshow booths, including shipping/delivery, design/creation of new booth, signage, printing collateral materials so they may be sent to shows
  • Review event bills for accuracy, approve and complete payment, complete expense reporting
• Manage inventory and distribution of giveaway and marketing materials, pens, promotional items
  • Watch trends for branded promotional items, research and propose new giveaways, order as needed
• Organize a timeline for each show, ideally around 6 months out
• Coordinate with the internal staff to complete event strategy briefs, for review
• Arrange availability of A/V, electric, internet, and other show services
• For larger events, work on gathering proposals from venues, caterers, transportation companies, photographers, DJ’s, entertainers, etc.
  • Present to internal teams for buy-in
• Coordinates with internal stakeholders to identify an events strategy and goals for each event
• Serve as a liaison between sales team and marketing teams, client services team
• Plan and execute the company events: Kickoff, Summer and Holiday event
• Other duties as may be required

Qualifications

• Bachelor's degree in marketing, advertising, business, logistics, or related field required.
• 2-4+ years of relevant experience in a coordinator, administrative, or logistics role.
• Professional experience in an office environment; professional event coordination/planning experience preferred.
• High school diploma or equivalent.
• Strong attention to detail with excellent organizational and time management skills.
• Proficiency in Microsoft Office Suite, particularly Excel for inventory management and budgeting.
• Experience with event management software and logistics tracking systems preferred.
• Excellent communication skills, both verbal and written.
• Ability to work independently and as part of a team in a fast-paced environment.
• Strong problem-solving skills and ability to make decisions under pressure.
• Flexibility to work extended hours during peak event periods.
• Valid driver's license and ability to travel domestically as needed.
• Knowledge of shipping and customs regulations preferred.
• Familiarity with trade show industry trends and best practices.
• Certification in event planning or logistics management a plus (e.g., CMP, CSEP, or CPSM).

Additional Information

Benefits:

A career opportunity with M3 USA offers competitive wages, and benefits such as:

• Health and Dental
• Life, Accident and Disability Insurance
• Prescription Plan
• Flexible Spending Account
• 401k Plan and Match
• Paid Holidays and Vacation
• Sick Days and Personal Day

*M3 reserves the right to change this job description to meet the business needs of the organization

M3 USA is an equal opportunity employer, committed to the principles of inclusion and diversity for all employees and to providing employees with a work environment free of discrimination and harassment.

All employment decisions at M3 USA are based on business needs, job requirements and individual qualifications, without regard to race, color, religion or belief, national, social or ethnic origin, sex (including pregnancy), age, physical or mental disability, medical history or genetic information, sexual orientation, gender identity and/or expression, marital status, past or present military service, family or parental status, or any other status protected by the federal, state or local laws or regulations in the locations where we operate.

#LI-JM1