Event Manager

The Company The European Society for Vascular Surgery (ESVS) is a member-based not-for-profit organisation bringing together more than 3,500 vascular surgeons across Europe and beyond. Our mission is to improve vascular health for the public benefit through education, training, science dissemination, and the development of clinical knowledge and standards in vascular surgery. ESVS delivers a broad portfolio of activities including scientific meetings, educational programmes, guidelines, research initiatives, digital learning, and member services. The Team ESVS operates from its headquarters in Bordeaux, France. We are looking for an Event Manager to join our team of 13 staff members. The position reports directly to the Head of Events and works in close collaboration with the Event Coordinator, Registration & Membership Coordinator, Sales and partnership Manager, Marketing and Communication Manager, Finance Manager, and external suppliers. The essence of the ESVS Office is to support a pan-European network of volunteer leaders. The Event Manager will therefore work regularly with internationally recognised vascular surgeons, university professors, committees, industry partners, and professional congress stakeholders from across Europe and beyond. International travel and onsite presence are required, particularly during the Annual Meeting and selected site visits. About the Annual Meeting The ESVS Annual Meeting is the Society’s flagship event and one of the leading vascular congresses in Europe, welcoming approximately 1,800 delegates annually. The congress brings together vascular specialists, researchers, trainees, industry partners, and healthcare professionals for four days of scientific sessions, education, networking, innovation, and collaboration. The event includes a large scientific and educational programmes, industry exhibition, social programme, committee meetings, faculty management, and digital engagement components, requiring year-round planning and coordination. The Annual Meeting takes place in Lisbon every other year, and in another European city in gap years. Other events include an online Masterclass, additional webinars and other possible events.

About the Role
The Event Manager will be fully responsible for the planning and delivery of the ESVS events including the Annual Meeting and related event activities, and other ESVS events. This role acts as the operational lead for the Annual Meeting, coordinating planning across multiple workstreams while ensuring excellent delegate experience, operational excellence, financial control, and timely delivery. The Event Manager will oversee day-to-day event preparation and work collaboratively with internal colleagues and external stakeholders to translate strategic objectives into successful event execution. This is a hands-on position combining project management, supplier coordination, congress operations, and onsite delivery.

Key Responsibilities
Planning & Project Management
• Lead operational planning and delivery of the ESVS events under the guidance of the Head of Events.
• Develop and maintain project plans, timelines, milestones, and action trackers.
• Coordinate planning meetings and follow-up actions with internal and external stakeholders.
• Analyse data, make recommendations and draft reports.
• Support preparation of presentations and documentation for leadership and committees.
• Benchmark industry practices and identify opportunities for innovation and continuous improvement. Venue & Destination Management
• Take the lead in the future destination bidding process, evaluate destinations and venue proposals
• Organise and participate in venue inspections and site visits.
• Coordinate venue negotiations and contracting processes.
• Maintain relationships with venues, convention bureaus, and destination partners. Budget & Supplier Management
• Prepare and monitor the Annual Meeting budget.
• Track expenditure and provide regular financial updates.
• Coordinate supplier selection, negotiations, contracting, and performance monitoring.
• Support post-event financial reconciliation and reporting. Operations & Delegate Experience
• Coordinate event operational planning across:
• AV and production
• IT and digital tools
• Signage and branding
• Room allocations and floorplans
• Catering and hospitality
• Furniture and logistics
• Shipping and supplier coordination
• Collaborate with the Registration & Membership Coordinator on registration workflows, website content, attendee communications, testing, and delegate journey.
• Collaborate with Event Coordinator on planning and delivery of social events and hospitality functions.
• Support Sales and Partnership Manager in event related operational needs. Onsite Delivery
• Lead onsite operational delivery during the Annual Meeting.
• Coordinate suppliers, venue teams, assistants, volunteers, and temporary staff.
• Monitor room setup, catering delivery, branding implementation, and event flow.
• Troubleshoot operational issues and ensure high service standards.
• Coordinate dismantling and post-event logistics. Reporting & Continuous Improvement
• Lead event website preparation and maintenance.
• Analyse event performance and prepare post-event reports.
• Capture lessons learned and recommend process improvements. Candidate Profile Education Master’s degree (Bac+5 or equivalent) in Event Management, Business Administration, Hospitality Management, Communications, or a related field, or equivalent professional experience. Experience
• Minimum 5 years of experience in event management, ideally in:
• international congresses;
• scientific or medical events;
• associations or membership organisations;
• conferences or large-scale events.
• Experience delivering complex multi-stakeholder events.
• Experience managing budgets, contracts, and suppliers. Skills & Competencies
· Strong project management and organisational skills.
· Excellent stakeholder management and relationship-building abilities.
· Diplomatic and confident communicator, able to adapt style to different audiences and cultures.
· Strong judgement with the ability to work autonomously while recognising when escalation or leadership input is required.
· Proactive and solution-oriented approach with the ability to anticipate and resolve issues.
· Ability to manage multiple priorities and perform effectively under pressure.
· Financial awareness and analytical mindset.
· Excellent written and verbal communication skills in English. (minimum C1)
· Technical

Skills:
Proficiency in Microsoft Office; familiarity with WordPress, Canva Recruitment Process & Expected Start Date
· Online interviews: Shortlisted candidates will be invited to an online interview during the week of 23 November 2026.
· Face-to-face interviews: Candidates selected for the next stage will be invited to an in-person interview at the ESVS office in Bordeaux during the week of 30 November 2026. *check your spam folder for esvs.org emails* Reports to: Head of Events

Location:
Bordeaux, France (hybrid) Department: Events Travel: International travel required – within Europe (including onsite delivery of the Annual Meeting) Expected Start Date: February 2027 Salary Range 35-40k€ annual gross