Impact XM Leatherhead, England, United Kingdom
Senior Delegate Manager
At Impact XM, we create powerful brand experiences for global clients across congresses, conferences, exhibits, and live/hybrid events. Our Life Sciences team delivers strategic, compliant, and meaningful engagements that connect healthcare audiences in ways that matter. We blend creativity, strategic insights, and flawless execution to deliver immersive, measurable results. If you are driven by innovation, precision and collaboration—and thrive in a fast-moving environment—we’d love to meet you.
Position Overview
The Senior Delegate Manager leads delegate and attendee management for complex Life Sciences programs—including congresses, investigator meetings and advisory boards. This role will drive delegate workstreams, manage a team of delegate managers and coordinators, ensure exceptional registration experiences, and innovate attendee technology and workflow best practices. We are seeking a strategic thinker, exceptional communicator, and hands‑on leader with deep experience in pharmaceutical event compliance, data reporting, and end‑to‑end attendee journey management.
What You’ll Do
Client & Stakeholder Management
* Serve as primary delegate management lead for assigned programs
* Lead client status calls; support team members preparing for client touchpoints
* Understand client objectives, compliance requirements, and project purpose throughout delivery
* Proactively resolve challenges, acting as escalation point for delegate workstreams
* Support RFP responses, proposal content, and pitch work when required
* Present professionally and confidently to external stakeholders of all levels
Delegate Operations Leadership
* Lead internal/external kickoff meetings to define registration, travel, and attendee workflow requirements
* Own requirement documentation and briefing templates based on best practices
* Build and manage project timelines in partnership with project managers
* Oversee inbox and workflow management across multiple programs to ensure SLA compliance
* Mentor team members in time management and process adherence
* Lead development of attendee communication plans across the full lifecycle
* Manage, analyze, and summarize registration and travel data for actionable insights (attrition risk, flight optimization, timeline planning)
* Ensure all milestones and deadlines are met across assigned accounts
* Champion use of Impact XM‑preferred project, data, and communication platforms
* Ensure quality control and rigorous testing of registration sites, emails, and reporting
Data, Travel & Event Technology
* Expert proficiency in Cvent and Microsoft Excel
* Advanced capabilities in:
o Custom reports and invitation lists
o Multi‑path registration workflows including hotel & travel modules
o Email creation, automation, and content updates (HTML preferred)
* Manage flight manifests, group travel analysis, room blocks and attrition risk mitigation
* Maintain accurate cleansed data from clients/suppliers
Reporting, Reconciliation & Post‑Event
* Deliver scheduled reports: status, progress, supplier, and final reconciliation
* Track savings and value adds in post‑event documentation
* Lead creation of post‑event surveys and insights with internal strategy and reporting teams
What You Bring
* Proven experience leading delegate/attendee management for Life Sciences programs
* Pharmaceutical/compliance knowledge (e.g., HCP engagement)
* Experience mentoring and supervising team members
* Strong analytical skills
* Advanced event technology capabilities (Cvent required)
* Ability to manage multiple simultaneous programs
Seniority level
Mid‑Senior level
Employment type
Full‑time
Job function
Business Development and Sales
Industries
Events Services
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