Job Description

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: + Custom reports and invitations lists
+ Multi-path registration workflows including hotel & travel modules
+ 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

About Impact XM

Impact XM is a global event and experiential marketing agency that empowers brands to power business. From events, exhibits and environments to digital engagements and consumer activations, we create experiences that connect brands and consumers in a meaningful way. This ensures we live up to our name by making a positive impact on people's lives and our clients' business.

OUR BRAND - What We Believe

Passion

is Paramount - We love what we do, take pride in doing it and celebrate what we accomplish.

ABC

Always Be CURIOUS - We explore the possibilities, discover innovative solutions, and learn from experience.

We>Me

Collaboration and transparent communication creates our best work.

Trust

is Earned - We are defined by our actions and held accountable to our co-workers, clients, and outcomes.

Respect

is Given - We understand, acknowledge, and appreciate the perspective and actions of others.

Safety Message

We want to ensure your safety and protect you from potential scams. Recently, there have been fraudulent job postings circulating online that impersonate Impact XM. These scams aim to deceive unsuspecting applicants by offering nonexistent positions and requesting personal information or upfront fees.


Remember that our company does not endorse any job postings outside our official job channels. All of our open jobs can be found and applied to on our official careers site. If one of our team members is reaching out to you regarding a role it would come from an email alias ending in @impact-xm.com. If you encounter a suspicious offer, report it through the job platform on which you found it or report email as spam.