Congress Meeting Manager

This is a fully remote position, open to applicants in United States.

📋 Description

• Act as the main point of contact and leader for designated pharmaceutical congress programs.

• Oversee the planning, execution, and post-event reconciliation in line with client strategy and goals.

• Direct housing and registration management, which includes hotel room blocks, congress websites, registrations, attendance reporting, housing applications, and attrition deadlines.

• Monitor and reconcile finances, encompassing deposits, invoices, profitability targets, housing deposits, and program expenses.

• Assist with congress logistics and planning of ancillary meetings.

• Organize meeting space requests, negotiate and secure meeting locations within budget constraints, and coordinate with organizers, planners, and suppliers.

• Maintain consistent communication with stakeholders and planners, prepare agendas, manage calendars, schedules, timelines, and deadlines.

• Coordinate compliance and regulatory requirements, documentation, approvals, training, and adherence to industry guidelines and client policies.

• Collaborate with Finance, IT, Travel, HR, agencies, and suppliers.

• Provide onsite support during congress events as required, including managing logistics, verifying room setups, reviewing banquet and master billing, and ensuring smooth execution.

• Manage reporting and documentation utilizing Cvent and Microsoft tools.

• Maintain congress trackers, oversee literature orders, assist with staffing coordination, and contribute to special projects and planning initiatives.

⛳️ Requirements

• Bachelor’s degree or equivalent experience is required.

• At least 5+ years of experience in the pharmaceutical or life sciences sector, with a focus on congress planning, housing, registration, and event management.

• Strong background in managing pharmaceutical congress housing, registration, and ancillary meetings.

• Knowledge of pharmaceutical compliance guidelines, regulatory requirements, and industry standards.

• Experience collaborating with congress planners, agencies, congress organizers, and suppliers.

• Extensive experience using Cvent and the Microsoft Office Suite, particularly PowerPoint, Excel, and Word.

• Capability to handle multiple programs, deadlines, and competing priorities in dynamic environments.

• Demonstrated ability to cultivate and sustain effective relationships with clients, stakeholders, hotels, and suppliers.

• Excellent communication, business acumen, and attention to detail.

• Willingness to travel up to 20%, including both domestic and international travel.

• Cvent certification is preferred.

• CMP, CMM, HMCC, or other related certifications are preferred.

• Global congress experience is preferred.

• Experience supporting Neurology, Oncology, or Life Sciences congress programs is preferred.

• Must possess authorization to work permanently in the U.S.; sponsorship is not available.

🏝️ Benefits

• Medical insurance

• Dental insurance

• Vision insurance

• Life insurance

• Disability insurance

• Paid parental leave

• 401k

• Tuition reimbursement

• Paid time off

• Year-end holiday closure

• Flexible work environment

• Employee well-being support