Congress Meeting Manager
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Job Description
Congress Meeting Manager overseeing congress programs with a focus on Neurology and Oncology. Responsible for planning, logistics, compliance, and client liaison duties in a remote capacity.
Responsibilities:
- Serve as the primary liaison and lead for assigned pharmaceutical congress programs, managing planning, execution, and post-event reconciliation while ensuring alignment with client strategy and objectives.
- Lead housing and registration management, including managing hotel room blocks, building and maintaining congress websites, processing registrations, providing attendance reporting, managing housing applications, and overseeing housing attrition deadlines.
- Manage financial tracking and reconciliation, including monitoring deposit schedules, ensuring invoice accuracy, supporting profitability targets, and coordinating post-event reconciliation of housing deposits and related program expenses.
- Support congress meeting logistics and ancillary meeting planning, including coordinating meeting space requests, negotiating and securing meeting space within budget parameters, and liaising with congress organizers, planners, and suppliers.
- Maintain ongoing communication with internal stakeholders and congress planners, including preparing and distributing meeting agendas, maintaining congress calendars and schedules, managing timelines, and ensuring all business-critical deadlines are met.
- Coordinate compliance and regulatory requirements, including supporting compliance training, preparing required documentation, managing approval processes, and ensuring adherence to pharmaceutical industry guidelines and client policies.
- Collaborate cross-functionally with internal teams and external partners, including Finance, IT, Travel, HR, agencies, and suppliers to support successful program delivery.
- Provide onsite congress support as needed, including advancing meeting logistics, verifying room setups, reviewing banquet and master billing, and ensuring successful program execution.
- Manage congress reporting and program documentation, utilizing Cvent and Microsoft tools to maintain accurate records, track attendance, and support program reporting and forecasting.
- Support ongoing program improvement and operational effectiveness, including maintaining congress trackers, managing literature orders, supporting staffing coordination, and contributing 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, including understanding of compliance and regulatory requirements.
- Experience working with congress planners, agencies, congress organizers, and suppliers to manage program logistics and execution.
- Strong experience using Cvent and Microsoft Office Suite, including PowerPoint, Excel, and Word.
- Strong organizational skills with the 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.
- Understanding of pharmaceutical compliance guidelines and industry standards.
- Ability to travel up to 20%, including domestic and international travel.
Benefits:
- medical
- dental
- vision
- life insurance
- disability
- paid parental leave
- 401k
- tuition reimbursement
- paid time off
- year end holiday closure
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