Event Manager

Job Title:

Event Manager Medical Programs & Infrastructure

Department:

Meril Academy Global Events & Infrastructure Management

Location:

Vapi

Reports To:

Manager / Senior Manager Meril Academy Global

Job Purpose:

To plan, execute, and manage high-quality medical and scientific events while ensuring seamless infrastructure readiness, regulatory compliance, and cost-effective delivery. The role is responsible for end-to-end event lifecycle management, supporting surgeon education, clinical training, and stakeholder engagement across Meril Academy Global initiatives.

Key Responsibilities:

1. Medical & Scientific Event Planning and Execution

Plan and execute medical and scientific programs including CMEs, surgeon trainings, cadaver labs, product launches, and distributor meets.

Develop detailed event plans covering timelines, formats, faculty engagement, and execution milestones.

Ensure events meet academic objectives, clinical standards, and brand expectations.

2. Stakeholder & Faculty Coordination

Coordinate with medical faculty, KOLs, surgeons, hospitals, distributors, and internal clinical, sales, and marketing teams.

Act as the central coordination point for all stakeholders to ensure alignment and smooth execution.

Manage participant communication, confirmations, and on-ground engagement.

3. Compliance, Governance & Approvals

Ensure full compliance with medical device regulations, ethical marketing practices, and internal SOPs.

Coordinate closely with Regulatory Affairs, Quality Assurance, and Legal teams for approvals, documentation, and audit readiness.

Ensure accurate documentation and adherence to approved formats and processes.

4. Infrastructure & Logistics Management

Manage end-to-end event logistics including venue finalization, infrastructure readiness, AV setup, and clinical demonstration requirements.

Ensure availability and readiness of infrastructure for live surgeries, simulations, and training sessions.

Handle vendor coordination, service providers, and facility requirements.

5. Medical Device & Demo Kit Management

Oversee medical device, demo kit, and instrument management including availability, sterilization, handling, return, and inventory reconciliation.

Coordinate with SCM, service, and clinical teams to ensure compliance with handling and usage protocols.

Maintain accurate inventory and movement records.

6. Budgeting, MIS & Post-Event Closure

Prepare and manage event budgets, monitor expenses, and ensure cost-effective execution without compromising quality or compliance.

Lead on-ground execution, issue resolution, and real-time decision-making during events.

Prepare post-event reports including MIS, participant data, cost summaries, and closure documentation.

Qualifications and Experience:

Bachelors / Masters degree in Event Management, Hospitality, Marketing, or Business Administration.

Certification in Event Management / Facility Management is an added advantage.

Minimum 3 years of experience managing medical, scientific, or healthcare-related events.

Prior exposure to medical device companies, hospitals, academies, or clinical training environments is preferred.

Skills and Competencies:

Strong understanding of medical and scientific events, clinical training formats, device demonstrations, and hospital / OT environments.

Working knowledge of medical device regulations, ethical marketing practices, documentation standards, and approval workflows involving RA, QA, and Legal teams.

Ability to manage complete event lifecycles using structured processes, MIS reporting, digital tracking systems, inventory control, and cost management tools.

Proven capability to work effectively with KOLs, surgeons, distributors, and cross-functional internal teams including Sales, Marketing, Medical, SCM, and Operations.

High ownership mindset with strong attention to detail, problem-solving ability under pressure, adaptability during live events, and clear professional communication.

Key Performance Indicators (KPIs):

Timely and compliant execution of medical and scientific events

Stakeholder (faculty, surgeons, distributors) satisfaction

Budget adherence and cost optimization

Infrastructure readiness and event quality standards

Accuracy of documentation, MIS, and post-event reporting

Compliance with regulatory, ethical, and internal governance standards

Refer to parijat.patel@merai.co