Associate Director, Congress Strategy – Operations, Medical Affairs
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Job Description
Associate Director managing Medical Affairs Congress strategy and operations. Overseeing project management, vendor contracts, and financial accountability for events and meetings.
Responsibilities:
- Oversee daily operations of the SEMS portal
- Provide oversight and feedback for the Company-Wide Congress Attendance System
- Manage meeting requests and budgets within the Cvent system
- Develop and maintain a congress tracking system
- Support financial reconciliation
- Onboard and manage project management and meeting planner contractors
- Address operational questions and issues
- Drive organizational change and employee engagement
- Provide training to CS&O team
- Establish procedures for invitations, registrations, risk management
- Create and manage website registrations and track RSVPs
- Coordinate transportation and travel arrangements for attendees
- Plan function room setups
- Manage food and beverage needs for events
- Prepare and review housing reports
- Organize the shipping and delivery of materials for events
- Collaborate with supplier partners and internal teams
- Develop and track annual budgets for meetings and conventions
- Find opportunities for ancillary revenue and cost savings
- Negotiate vendor contracts independently
- Oversee payment and billing processes
- Ensure financial accountability for programs
Requirements:
- Bachelor's degree
- Minimum 10 years' related pharmaceutical industry experience
- Meeting planning experience with implementing both virtual and face-to-face meetings ranging from Advisory Boards, Congresses to Field Meetings
- Strong negotiation skills in all areas of event budgets
- Knowledgeable of Meeting Management software: Cvent, Concur
- Certified Meeting Professional (CMP) and/or Healthcare Meeting Compliance Certification (HMCC) is helpful
Benefits:
- health and wellness programs (including medical, dental, vision, life, and disability insurance)
- fitness centers
- 401(k) company match
- family support benefits
- equity awards
- annual bonuses
- paid time off
- paid leaves (e.g., military and parental leave)
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