Summary
Overview
Work History
Skills
Timeline

Stephanie Wientjes

West Chester,PA

Summary

Dynamic and results-driven professional with over 20 years of experience in leadership, project management and oversight of nationwide audiovisual services, within the life sciences industry. A proven track record of building and scaling high-performing teams, managing end-to-end event operations, and driving consistent business growth through strategic planning and effective leadership. Skilled in team management, AV logistics, and vendor partnerships, consistently delivering exceptional client experiences that result in high levels of satisfaction and repeat business. Known for adaptability, fostering a collaborative team environment, and applying a creative and technological approach to elevate client engagement. Committed to continuous improvement and delivering results in fast-paced, client-facing environments.

Overview

25
25
years of professional experience

Work History

Nationwide AV & Meeting Services Department Lead

Modulate Group
11.2023 - 12.2024
  • Department Establishment & Leadership: Selected to establish and lead the Nationwide AV and Meeting Services department, developing a strategic plan to build out all department functions from the ground up, including creating Standard Operating Procedures (SOPs), establishing vendor relationships, and managing team operations.
  • Vendor Partnerships Development: Initiated the development of vendor partnerships, securing early agreements with potential AV partners to support scalable growth and ensure high-quality service offerings.
  • Process Creation & Workflow Management: Designed foundational processes for team operations and workflow management, aligning them with projected company growth targets and industry best practices to ensure efficient service delivery.
  • Team Onboarding & Training: Developed a structured onboarding and training program to build a resilient and knowledgeable team capable of handling increasing client demands and maintaining high operational standards.

Director, Live Event Production & Client Services Manager

Inception Company/ESSRX
04.2013 - 10.2023
  • Expanded Department & Scaled Operations: Transitioned the department from a single-member team to a robust team of 10, building the infrastructure to support a significant increase in client demands and establishing operational workflows that scaled annual AV events from 1,400 to over 6,000.
  • Revenue Growth & Process Optimization: Increased gross profit margins from 34% to 46% by streamlining processes, optimizing vendor costs, and implementing budget-conscious strategies for both live and virtual event productions.
  • Vendor Network Development: Created a national network of 1,500+ AV technicians and secured a preferred partnership with 90+ Ruth's Chris Steakhouse locations, ensuring reliable and flexible support for national broadcasts and events.
  • SOP & Training Implementation: Developed and refined Standard Operating Procedures (SOPs), overseeing training programs to ensure adherence to high-quality service delivery and departmental efficiency.
  • Financial Oversight: Analyzed departmental financials and generated reports to monitor and achieve profit margins, balancing cost-effective solutions with exceptional service.
  • Client Relations & Business Development: Collaborated with Account Management to assist in RFP responses, pitches, and sales presentations, driving new business and strengthening client partnerships.
  • AV Equipment Coordination: Managed AV equipment ordering, accuracy, and vendor selection, ensuring event requirements were met across various locations and capabilities for both live and virtual events.
  • Event Scheduling & Team Management: Led comprehensive event scheduling and staffing, ensuring the timely execution of AV rentals and support for events while maintaining high operational standards.

Sr. Program Manager

MedConference
08.2006 - 03.2013
  • Revenue Generation: Successfully managed projects generating nearly $1 million in annual revenue.
  • Virtual Conference Development: Designed and implemented registration websites and virtual conference environments, leveraging platforms such as Zoom, Microsoft Teams, and Adobe Connect to enhance user interaction, accessibility, and seamless event delivery.
  • Project Documentation: Spearheaded the creation of essential project documentation, including all email communications, Facilitator Guides, and Standard Operating Procedures (SOPs).
  • Timelines & Issue Resolution: Established and maintained weekly project timelines, proactively addressing and resolving potential delays to ensure on-time project delivery.
  • Compliance & Monitoring: Monitored project outcomes to ensure compliance with specifications, timelines, and budget constraints.
  • Live Event Facilitation: Facilitated live web events as required, demonstrating adaptability and client focus.
  • Team Supervision & Mentorship: Supervised and mentored a team of 1-2 coordinators, fostering skill development and team collaboration to achieve project success.

Sr. Program Manager

The Falk Group
05.2004 - 07.2006
  • Educational Grant Support: Contributed to the development and submission of educational grant requests to commercial supporters and accrediting bodies, ensuring program funding and compliance with regulatory standards.
  • CME Activities Execution: Led the execution of Continuing Medical Education (CME) activities, including faculty recruitment, participant engagement, logistics management, and production of materials to ensure high-quality program delivery.
  • Event Coordination: Coordinated various live and enduring educational formats such as speaker training events, symposia, dinner programs, teleconferences, web conferences, and advisory boards, managing all logistical details.
  • Hotel Contract Negotiation: Negotiated hotel contracts, ensuring favorable terms and conditions to support event needs while staying within budget.
  • Promotional & Registration Materials Development: Oversaw the development of promotional materials, registration processes, and meeting-related documentation to ensure clear communication and smooth event operations.
  • Vendor Management: Managed relationships with vendors providing audiovisual and other meeting-related services, ensuring service quality and budget adherence.
  • Onsite Registration & Logistics: Directed onsite registration, addressing attendee needs and managing logistics to ensure a seamless experience for participants.
  • Post-Event Analysis: Prepared detailed post-event reports, summarizing evaluation results, budget reconciliation, and invoice reviews to inform future event planning improvements.
  • Budget Management: Maintained and monitored project budgets, ensuring adherence to cost projections and financial goals, while delivering high-quality events.

Manager, CME Program

New World Health
04.2000 - 05.2004
  • Program Development & Client Engagement: Collaborated with pharmaceutical companies to design and execute marketing-driven Continuing Medical Education (CME) programs, expanding offerings for existing clients and securing new business with associations, universities, and healthcare providers.
  • Logistics Coordination: Coordinated logistics for events such as symposia, speaker training sessions, advisory boards, and conferences, including managing attendee recruitment, travel arrangements, and faculty coordination to ensure seamless event execution.
  • Budget & Compliance Oversight: Managed program budgets, ensuring adherence to financial constraints while maintaining compliance with CME requirements. Worked closely with internal teams and liaised with client departments for program alignment.
  • On-Site Event Management: Directed on-site program execution, overseeing all aspects of event logistics, from preparing detailed meeting materials to managing program flow and handling any on-the-spot issues.
  • Hotel Contract Negotiation & Reconciliation: Negotiated hotel contracts to ensure favorable terms for the client while staying within budget. Executed program reconciliation, ensuring all financials were aligned post-event.

Skills

  • Event Logistics & Coordination
  • Budget Management & Financial Oversight
  • Vendor & Contract Negotiation
  • Project Management & Timeline Development
  • On-Site Event Execution & Problem Solving
  • Client Relations & Stakeholder Communication
  • Remote Team Management & Leadership
  • AV Equipment Coordination & Virtual Event Support

Timeline

Nationwide AV & Meeting Services Department Lead - Modulate Group
11.2023 - 12.2024
Director, Live Event Production & Client Services Manager - Inception Company/ESSRX
04.2013 - 10.2023
Sr. Program Manager - MedConference
08.2006 - 03.2013
Sr. Program Manager - The Falk Group
05.2004 - 07.2006
Manager, CME Program - New World Health
04.2000 - 05.2004
Nassau Community College - Some College Coursework, Fashion Merchandising

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Stephanie Wientjes