Project Manager
Focus Medical Communications | East Hanover, NJ
Focus Medical Communications is seeking an experienced Project Manager to join our meeting and conference planning team in East Hanover, New Jersey.
Who We Are
Since 2004, Focus Medical Communications has operated as a boutique healthcare communications company serving leading nonprofit foundations and clients specializing in Chronic Liver Disease, Gastrointestinal Health, and Rheumatology. Focus delivers high-quality educational programming and strategic support to healthcare professionals across these therapeutic areas.
Our work includes live and virtual pharmaceutical meeting series, national and regional conferences, symposia, advisory board meetings, virtual broadcasts, webcasts, enduring educational initiatives, publications, and society or foundation management.
Job Summary
The Project Manager leads the planning, execution, and delivery of live and virtual medical education programs. Reporting to an Executive Program Director, this individual serves as a primary day-to-day contact for internal teams, faculty, vendors, and assigned clients.
The Project Manager independently manages multiple concurrent programs, including timelines, budgets, logistics, deliverables, communications, recruitment efforts, speaker coordination, and post-event reporting. This role requires strong judgment, exceptional organization, a service-oriented mindset, and the ability to remain composed and solutions-focused in a fast-paced environment.
Candidates must be local and able to report to our office in East Hanover, New Jersey. Domestic travel and occasional work outside standard business hours are required.
Key Responsibilities
1. Project Ownership, Planning, and Execution
- Lead the end-to-end planning and execution of assigned live and virtual medical education programs, from initial planning through post-event reconciliation and reporting.
- Independently manage detailed project timelines, deliverables, stakeholder communications, and follow-up activities.
- Develop and manage run-of-show documents, production schedules, contingency plans, and logistical checklists.
- Provide regular status updates to internal stakeholders regarding active programs, deliverables, risks, and outcomes requirements.
- Continuously prioritize and reprioritize work in response to changing client needs, urgent requests, competing deadlines, and newly awarded programs.
- Support the management of societies and nonprofit foundations, including board and committee meetings, membership engagement, annual dues, registrations, and related communications.
2. Faculty, Attendee, and Client Engagement
- Serve as a lead liaison for assigned faculty, speakers, attendees, vendors, and clients, providing responsive and concierge-level service.
- Schedule and facilitate planning calls with clients, faculty, and internal stakeholders.
- Coordinate speaker travel, including airfare, hotel accommodations, ground transportation, and detailed itineraries.
- Collect, organize, and track required speaker documentation, including disclosures, W-9 forms, biographies, headshots, and other program materials.
- Draft and distribute speaker, attendee, and client communications, including invitations, confirmations, reminders, and event-related updates.
- Support registration management, attendee tracking, and participant communications as needed.
3. Marketing, Recruitment, and Program Materials
- Partner with Creative, Digital, IT, and internal program teams to develop and execute program materials, websites, invitations, promotional campaigns, recruitment materials, handouts, and other event-related communications.
- Support the development of live and enduring program materials to promote educational initiatives, strengthen recruitment, and support successful program delivery.
- Coordinate event communications, advertising emails, invitations, mailings, and social media schedules.
- Help drive recruitment and registration efforts to meet or exceed attendance goals.
- Review event websites, registration pages, program materials, and participant-facing communications for accuracy, quality, and functionality.
4. Continuing Medical Education and Compliance
- Manage assigned CME-related requirements, including submission of program materials, documentation, and post-activity reporting.
- Ensure CME materials are complete, accurate, submitted on time, and aligned with established internal and accreditor requirements.
- Coordinate with CME and compliance teams to support review, approval, and documentation processes.
- Maintain accurate project records and supporting documentation throughout the program lifecycle.
5. Budget and Financial Management
- Develop, manage, and adhere to program budgets throughout pre-planning, event execution, and post-event reconciliation.
- Monitor program-related expenses and identify budget risks, discrepancies, or cost-saving opportunities.
- Approve or coordinate approval of program-related expenses in accordance with company procedures.
- Work closely with Accounting to process vendor payments, honoraria, reimbursements, invoices, expense reports, and reconciliations.
- Collect, organize, and submit receipts, invoices, supporting documents, and other financial records on a timely basis.
6. On-Site and Virtual Meeting Leadership
- Lead event setup, on-site logistics, and program execution for assigned live meetings and conferences.
- Facilitate and moderate virtual meetings, planning calls, webcasts, and broadcasts, including presenter coordination and basic technology troubleshooting.
- Serve as a key escalation point during events and respond quickly to real-time logistical, speaker, attendee, venue, or technical issues.
- Coordinate closely with internal leadership, faculty, vendors, venue staff, AV partners, and other stakeholders to ensure a seamless event experience.
- Support, guide, and mentor junior team members during project planning and on-site execution.
7. Cross-Functional Collaboration and Team Support
- Partner with internal departments, including Creative, Digital, IT, CME, Sponsorship, Venue Logistics, and Accounting, to ensure project flow, quality, and timely completion of deliverables.
- Submit clear and timely requests, provide responsive follow-up, and maintain strong communication across internal partners.
- Assist with onboarding and training new team members as needed.
- Contribute ideas and recommendations that improve workflows, program delivery, team coordination, and the overall client experience.
Preferred Experience
- Three to four years of experience in project management, event planning, pharmaceutical meeting planning, medical education, healthcare communications, or a related field.
- Experience managing live and virtual meetings, conferences, symposia, advisory boards, webcasts, or other educational programs.
- Experience coordinating complex project timelines, budgets, vendor relationships, speaker logistics, registration, and post-event reporting.
- Familiarity with CME, IME, pharmaceutical, healthcare, or other compliance-driven environments preferred.
- Experience managing program budgets, invoices, expenses, reconciliations, and financial documentation.
- Experience working with clients, faculty, healthcare professionals, vendors, and cross-functional internal teams.
- Proficiency with Microsoft Office Suite; experience with QuickBooks, Cvent, Podio, Wix, or comparable project- and event-management tools is a plus.
Our Ideal Candidate
- Bachelor’s degree required.
- Demonstrates strong project ownership and can independently manage multiple concurrent programs from planning through post-event completion.
- Is highly organized, detail-oriented, and able to prioritize competing deadlines without losing sight of quality or client experience.
- Communicates clearly, professionally, and proactively with clients, faculty, vendors, and internal stakeholders.
- Remains calm, resourceful, and solutions-focused when managing urgent changes, event issues, or high-pressure situations.
- Balances a strong customer-service mindset with sound judgment, accountability, and attention to compliance requirements.
- Works effectively both independently and as part of a fast-paced, collaborative team.
- Is willing to travel domestically and work occasional evenings or weekends as program needs require.
Work Environment
This is a full-time position based in a professional office environment in East Hanover, New Jersey.
The role involves regular interaction with internal staff, healthcare professionals, clients, faculty, vendors, and external partners. Physical requirements include prolonged periods of computer use, occasional lifting and movement of meeting materials, and domestic airline travel for conferences and events.
What We Offer
- Competitive salary, commensurate with experience
- Company-sponsored health plan
- Health Savings Account
- Vision plan
- Dental plan
- Life insurance
- 401(k) retirement savings plan
- Paid time off
- Bonus eligibility based on individual performance and company results
- Comp time for overnight weekend travel, where applicable
- Opportunities for professional growth within a collaborative and mission-driven organization
Salary requirements or expectations are required for consideration. Please include your salary expectations when applying.
Job Type: Full-time
Work Location: In person, East Hanover, NJ
Job Type: Full-time
Pay: From $72,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Experience:
- Events management: 3 years (Preferred)
- Customer service: 3 years (Preferred)
Work Location: In person
