Associate Congress Manager (Pharma/Healthcare Meetings and Events)

Direct Travel•Schaumburg, IL

13h•Hybrid

About The Position

The Associate Congress Manager is responsible for managing healthcare Congress programs for major global clients and other small-format meetings as needed. This role blends strategic oversight, operational execution, and participant-focused expertise into a single operational point of contact for our clients and participants. The ideal candidate will have healthcare meeting experience with strong knowledge of compliance, and the agility to simultaneously manage multiple smaller-scale meetings through a refined and focused service model. This position can be remote or hybrid with 2 days in office if local to Schaumburg, IL.

Requirements

Bachelor’s Degree in Business, Hospitality, Event Planning, or a combination of education and work experience in event planning required.
Minimum 3-4 years in event/program/project management, preferably in pharma/healthcare meetings and events.
Experience managing smaller-scale meetings in addition to larger or specialized programs.
Proficiency in Microsoft Office Suite, Teams, SharePoint, OneDrive, Zoom.
Proficiency in Cvent.

Nice To Haves

CMP, HMCC, or PMP certification is a plus.

Responsibilities

Lead or support client relationship management for healthcare Congresses and small-format meetings.
Consult with clients to define goals, objectives, expectations, and budgets.
Adhere to industry and regulatory guidelines implementing best practices, and creative solutions.
Facilitate planning calls and debrief meetings.
Manage all meeting logistics including audiovisual, food & beverage, ground transportation, and materials production.
Ensure compliance with pharma regulations (CMS Open Payments, GDPR, client protocols).
Coordinate with internal departments (Creative, Technology, Travel, Field Operations) for seamless delivery.
Creates and communicates all program specifications and program details and approves event orders to ensure smooth transition to on-site team.
Is accountable for successful event outcomes and client satisfaction.
Manages registration database to maintain data integrity.
Produces and maintains reports and manifests as needed, with an understanding of how this data affects the program integrity.
Works in partnership with internal departments to manage program deliverables pertaining to website build and airline ticketing.
Provides and prints personalized print and digital materials based on registration data.
Interacts directly with attendees on program related inquires contributing to the overall positive attendee experience.
Acts as main contact for hotel block and manages all aspects of hotel room block including attrition submission, deadlines, special requests, etc.
Process contracts, invoices, expenses, honoraria/reimbursement, and check requests.
Track and reconcile all expenses, ensuring expenses are within budget and within regulatory guidelines.
Manages client budget with a focus for client cost savings while maximizing revenue opportunities.
Provide client with accurate budget estimates and ensure post-event billing reflects these estimates.
Provides timely financial reconciliation and supporting documents for applicable projects.
Act as a trusted advisor to clients and internal teams.
Mentor team members and share best practices.
Gathers, shares, and applies learnings for continuous process improvement.
Can adapt and work successfully with any client, partner, and program.
Performs other duties as assigned.