Congress and Meeting Operations Planner Consultant

138554
  • 83 USD - 93 USD
  • South San Francisco, United States
  • Contract
The Job:

The Congress and Meeting Operations Planner role will support a variety of internal and external events and activities. This position will be responsible for planning the logistics of internal meetings, scientific and medical conferences, and other events. From conception to conclusion, you'll ensure adherence to timelines and budgets, while also devising innovative ideas and strategies to achieve event goals. Collaboration with multiple functions across the company is a key aspect of this role. The ideal candidate should thrive in a fast-paced, deadline-driven environment, demonstrating effective independent work, attention to detail, and initiative.

 

This is an individual contractor role, collaborating with the Commercial Strategy & Operations team during the main congress season running from March through September.

 

Responsibilities:

  • Provide comprehensive meeting management and administrative support for internal events (advisory boards, meetings) and external scientific, medical, and patient conferences.
  • Assist in venue selection, contract review, and tracking contract deliverables.
  • Procure audiovisual equipment and manage food and beverage arrangements with contracted event venues.
  • Coordinate travel programs through a travel agency and assist with travel arrangements for meeting attendees.
  • Oversee shipping logistics to and from meetings, maintaining an inventory of onsite support materials.
  • Handle meeting invitations, registration, housing processing, onsite meeting support, and final bill reconciliation.
  • Collaborate with administrative team to ensure a seamless congress and meetings experience for both internal and external stakeholders.
  • Proactively update and respond to inquiries from staff, vendors, and other contacts regarding planning status.
  • Travel onsite to assist with meeting registration, housing issues, logistics, and other support as needed.

 

Qualifications:

 

  • 4-6 years of relevant project management/operations/meeting planning experience, with at least 3 years in the Pharmaceutical business.
  • Proficiency in Microsoft Office (Word, Excel, and PowerPoint).
  • Experience supporting internal company events, including venue selection, budgetary processes, participant logistics, and coordination.
  • Experience supporting scientific and medical congresses, managing AV partners, conference venues, and administrative support for pre-conference planning through onsite logistics.
  • Ability to work across multiple projects in different time zones.
  • Availability to support events pre- and post-standard business hours, including nights and weekends.
  • Ability to travel domestically and internationally by airplane, boat, rail, with an expected 1-3 trips.
  • Excellent communication skills, both verbal and written, for effective interaction with internal and external audiences.
  • Strong project management skills, including planning, prioritization, objective setting, meeting management, and plan execution.
  • Experience in a small biopharma or startup environment is a plus.
Leila Johnston Division Director

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