Associate Director, Congress Strategy & Operations, Medical Affairs

Role Summary

This is a remote role for Associate Director, Congress Strategy & Operations, Medical Affairs. Travel up to 50% of the time is required (domestic and international). You will serve as a subject matter expert and strategic partner driving Medical Affairs Congresses, ensuring seamless operation and management of congress and sponsorship systems, and supporting the planning and coordination of internal and external Medical Affairs meetings, conventions, and congresses.

Responsibilities

• Oversee daily operations of the SEMS portal, ensuring efficiency, compliance, and timely reporting to the team.
• Provide oversight and feedback for the Company-Wide Congress Attendance System, ensuring timely review of requests.
• Manage meeting requests and budgets within the Cvent system, ensuring compliance, visibility, and accuracy.
• Develop and maintain a congress tracking system for streamlined processes.
• Support financial reconciliation.
• Onboard and manage project management and meeting planner contractors via outsourced partners as needed.
• Address operational questions and issues, ensuring adherence to standard processes.
• Drive organizational change and employee engagement through effective communication.
• Provide training to CS&O team as needed on the different systems or updates.
• Establish procedures for invitations, registrations, risk management, insurance needs, and exhibitor booth assignments/setup.
• Create and manage website registrations and track RSVPs.
• Coordinate transportation and travel arrangements for attendees.
• Plan function room setups, including seating arrangements and audiovisual requirements.
• Manage food and beverage needs for events.
• Prepare and review housing reports promptly.
• Organize the shipping and delivery of materials for events.
• Collaborate with supplier partners and internal teams to ensure quality and timely delivery of program elements.
• Develop and track annual budgets for meetings and conventions.
• Find opportunities for ancillary revenue and cost savings.
• Negotiate vendor contracts independently for specific events.
• Oversee payment and billing processes, adhering to budget guidelines.
• Ensure financial accountability for programs, including compliance with deposit terms, contract conditions, and billing requirements.
• Ensure compliance by adhering to corporate policies and procedures related to company-sponsored events.

Qualifications

• Minimum 10 years of related pharmaceutical industry experience.
• Meeting planning experience with 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.

Skills

• Can create and communicate to influence decision making of clients, peers, and other key internal customers.
• Have strong customer service skills with the ability to deliver on internal team member meeting goals and objectives.
• Strong project management skills working with challenging and changing deadlines.

Education

• Bachelor's degree