Director, Programs & Events

Reports to:
Chief Mission Officer

Status:
Full-Time

Location:
Virtual/Remote

ROLE SUMMARY:

The Director of Programs and Events will be responsible for planning, managing, and delivering high-impact conferences designed to build-on institutional mission, vision, and partnership priorities. This includes the organization’s two-three core annual meetings and conferences, as well as other meetings and events that may arise from time-to-time. Successful candidates will be passionate and experienced managers who are organized, creative, and have the proven ability to deliver large, multi-faceted conferences and program. Further, this role provides leadership and direction to the team, navigating alignment across the organization with both internal and external stakeholders, and establishing clear priorities and processes.

RESPONSIBILITIES:

Project Management

  • Develop and implement overall project management plan and timeline for all conferences and events, including roles and responsibilities
  • Work with Chief Mission Officer to align program plans with Global Genes priorities
  • Act as a bridge across departments providing clarity, guidance and communication to maintain program alignment with organizational goals
  • Manage and facilitate “drivers” meetings to implement work plans internally across departments as well as with contractors and other key partners

Programming

  • Oversee all program development for conferences and events
    • Convene regular meetings of the content development team to determine themes, panel topics, keynotes / speakers, agenda, and overall flow of events
    • Engage advisory boards and other key stakeholders to gather external feedback and input on program content
  • Oversee management, coordination and communications with speakers and panelists
  • Oversee sponsor / exhibitor fulfillment, relationship management, benefit processing, exhibit hall layout, and booth management
  • Manage relationships with partner organizations involved in the conference or program including coordination of other meetings, receptions, and/or workshops partners may wish to organize
  • Work with leadership and team to determine other special events and/or activities that will need to be held during conferences; oversee implementation
  • Coordinate with partners who wish to convene side meetings during the conference
  • Create and oversee event production schedules and run-of-show.
  • Executive produce events including creating and overseeing the run-of-show, event productions schedules, and technical and A/V checks
  • Hold debrief meetings with all involved teams to evaluate successes and identify areas for improvement
  • Oversee management of sponsor, speaker and venue wrap-up

Venue and Vendor Coordination

  • Oversee negotiation of venue and vendor contracts for event production (i.e., hotel space, F&B, A/V, etc)
  • Manage overall onsite and online management of meetings.
  • Lead and manage onsite logistical staff, including all vendors.

Financial

  • Working with the finance team, develop conference budgets annually
  • Working with the business development team, participate in the creation of sponsorship prospectuses annually, including establishment of levels and benefits
  • Use and manage programs to or under budget.
  • Manage all conference and event budgets and use financial data to make decisions that will ensure profitability

Communications

  • Working with the marketing team, oversee development of conference materials, program, mobile app (as needed)
  • Coordinate with design team to align on conference/event branding, development and timely ordering of promotional and educational materials and services
  • Coordinate with communications team to manage the conference web presence and conference communications (e.g. email, social media, ads)

Organizational and Managerial Responsibilities

  • Manage and coach direct reports for development and growth
  • Manage contractors/consultants to ensure alignment on objectives and deliverables
  • Participate in cross-functional teams or assign members of the team to participate.
  • Actively gain and utilize rare disease community knowledge and information to build success for the future

REQUIREMENTS:

This role requires a passionate, poised, and confident leader who is organized, resourceful, and has the proven ability to plan, manage, and deliver multi-faceted conferences that will meet the diverse needs of the rare disease community. The ideal candidate is a project manager, a creative problem solver and a relationship builder who fosters confidence in Global Genes, both internally and externally. 

EXPERIENCE:

  • Bachelor’s degree from an accredited college or university required, advanced degree and/or CMP/PMP certification ideal
  • Minimum of 10 years’ experience in event planning and program management for multi-faceted conferences and events, preferably for a non-profit organization in the life sciences of healthcare space
  • Experience managing and arranging logistics for multi-day large-scale conferences, including negotiating and overseeing event details and associated services
  • Strong understanding of conference and event marketing and communications strategies
  • Knowledge of issues facing rare disease patients and the broader chronic disease and healthcare community preferrable
  • Highly motivated leader who can execute with minimal guidance through strong organizational and project management skills
  • Commitment to racial, gender, disability, and economic justice – experience building initiatives / forming partnerships for health equity, diversity, and inclusion programming a plus
  • Demonstrated ability to get things done well, even in a fast-paced, remote environment, or in the face of obstacles or competing priorities
  • Exceptional analytical, problem solving and communication skills
  • Ability to lead and/or manage cross-functional teams, advisors, consultants, and vendors
  • Role model in organizational skills, attention to detail and gaining accountability
  • Bilingual or proficiency in multiple languages a plus
  • Proficient in and/or experience using the following:
    • Event Management Software (CVENT preferred)
    • Project Management Platforms (Monday.com preferred)
    • Google Workspace (Gmail, Calendar, Drives, Docs, Sheets, etc)
    • Microsoft Office (Word, Excel, PowerPoint)
    • Contact Management Systems (Salesforce, Hubspot preferred)
    • Social Media platforms and other online communication tools
  • Ability to travel for meetings and conferences 3-5 times annually
  • Personal qualities of integrity, accountability, credibility, creativity, and empathy
  • Passionate commitment to the mission of Global Genes, non-profit work, and the expanding role of patient advocates in drug development

Salary range:  $100,000 to $140,000 (exact salary will be dependent on experience and location)
Comprehensive benefits including health, dental, vision and ancillary insurance offerings, 401(k), paid time off, sick leave, paid holidays, cell phone subsidy.

Email resume and cover letter

Global Genes is a 501(c)(3) nonprofit rare disease patient advocacy organization dedicated to providing patients and advocates with a continuum of services to accelerate their path from early support and awareness through research readiness. Using a collaborative approach that involves biopharma, researchers, and advocates with data as a central core, Global Genes also enables research and data collection through its’ RARE-X research program. Through this effort, Global Genes is building the largest collaborative patient-driven, open-data access initiative for rare diseases globally.

We appreciate all interest however, we will only respond to those individuals with whom we have a further interest.

Global Genes is an Equal Opportunity Employer committed to diversity in the workplace.

The statements herein are intended to describe the general nature and level of work being performed by employees and are not to be construed as an exhaustive list of responsibilities, duties, and skills required of personnel so classified. Furthermore, they do not establish a contract for employment and are subject to change at the discretion of the employer.

Last Revised Date: June 2023