Manager, Medical Congress & Events Management

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

📋 Description

• Act as the main operational leader for Medical Affairs congress activities, concentrating on psoriasis and dermatology congresses, with an expanding focus on rheumatology and future indications.

• Develop and oversee project plans, task trackers, and run-of-show documents; track milestones and raise any risks.

• Manage vendor relationships and contracts for congress execution, including negotiations and accountability for timelines and deliverables.

• Implement comprehensive event logistics, encompassing venue sourcing, contracting, catering, housing, registration, badging, transportation, booth setup, meeting rooms, and attendee support.

• Conduct post-congress evaluations, invoice reviews, and budget-to-actual reporting.

• Assist with virtual and hybrid congress setups, including platform configuration, attendee communication, and A/V coordination.

• Organize logistics for advisory board and KOL council meetings, including scheduling, venues, platforms, catering, A/V, materials, and communications.

• Oversee KOL contracting with Legal and Compliance, ensuring contracts are executed prior to HCP engagement.

• Maintain invoice records and facilitate timely payments with Finance.

• Monitor advisory meeting budgets, actuals, variances, accruals, and forecasts.

• Collaborate with Medical Affairs leaders, Medical Directors, vendors, Legal, Compliance, and Finance to ensure compliant events.

• Keep stakeholders informed through communications, shared calendars, status updates, and risk escalations.

• Ensure compliance with PhRMA Code guidelines and internal policies.

• Maintain audit-ready documentation for events.

• Produce post-event reports on attendance, budget, expenses, and cost variances.

• Track purchase orders, invoices, and accruals in financial systems like Coupa.

• Contribute to the development of SOP templates, planning checklists, and event infrastructure tools.

⛳️ Requirements

• Bachelor’s degree in a relevant field (life sciences, business, communications, hospitality management, or equivalent experience).

• A minimum of 3 years of experience in conference, meeting, and event management within a pharmaceutical, biotech, or life sciences setting.

• Demonstrated ability to independently manage complex, multi-stakeholder events from initial planning through onsite execution and post-event closeout.

• Experience in managing HCP contracting and honoraria processes in accordance with PhRMA Code and OIG fair market value standards.

• Excellent written and verbal communication skills.

• Capability to translate intricate logistics into clear updates for stakeholders and manage expectations across various functions.

• Exceptional organizational skills and attention to detail.

• Ability to handle multiple concurrent tasks under tight deadlines.

• Strong judgment and decision-making skills in fast-paced and ambiguous onsite situations.

• Ability to independently troubleshoot and resolve issues.

• Willingness and ability to travel up to 10-30% for company meetings, congresses, vendor meetings, and other business requirements.

🏝️ Benefits

• Generous stock option grants available for all employees.

• Annual bonus program.

• Health insurance premiums covered at 90% for employees and 80% for dependents.

• Complimentary access to the Genentech Bus & Ferry Share program.

• Monthly $100 stipend for cell phone expenses.

• Unlimited PTO for exempt employees.

• Free access to an onsite gym.

• Kitchen stocked with snacks and beverages.