Congress Meeting Manager
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Job Description
Congress Meeting Manager leading housing, registration, logistics, compliance, and reconciliation for Maritz’s pharmaceutical congress programs. Supporting Neurology and Oncology clients with Cvent-based event execution.
Responsibilities:
- Serve as the primary liaison and lead for assigned pharmaceutical congress programs
- Manage planning, execution, and post-event reconciliation in alignment with client strategy and objectives
- Lead housing and registration management, including hotel room blocks, congress websites, registrations, attendance reporting, housing applications, and attrition deadlines
- Track and reconcile finances, including deposits, invoices, profitability targets, housing deposits, and program expenses
- Support congress logistics and ancillary meeting planning
- Coordinate meeting space requests, negotiate and secure meeting space within budget parameters, and liaise with organizers, planners, and suppliers
- Maintain 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 congress support as needed, including advancing logistics, verifying room setups, reviewing banquet and master billing, and ensuring execution
- Manage reporting and documentation using Cvent and Microsoft tools
- Maintain congress trackers, manage literature orders, support staffing coordination, and contribute to special projects and planning initiatives
Requirements:
- Bachelor’s degree or equivalent experience required
- Minimum of 5+ years of experience in the pharmaceutical or life sciences industry, supporting congress planning, housing, registration, and event management
- Strong experience managing pharmaceutical congress housing, registration, and ancillary meetings
- Understanding of pharmaceutical compliance guidelines, regulatory requirements, and industry standards
- Experience working with congress planners, agencies, congress organizers, and suppliers
- Strong experience using Cvent and Microsoft Office Suite, including PowerPoint, Excel, and Word
- Ability to manage multiple programs, deadlines, and competing priorities in fast-paced environments
- Proven ability to build and maintain effective relationships with clients, stakeholders, hotels, and suppliers
- Strong communication, business acumen, and attention to detail
- Ability to travel up to 20%, including domestic and international travel
- Cvent certification preferred
- CMP, CMM, HMCC, or related certification preferred
- Global congress experience preferred
- Experience supporting Neurology, Oncology, or Life Sciences congress programs preferred
- Must have authorization to work permanently in the U.S.; sponsorship is not provided
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
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