Congress Meeting Manager

Maritz

10d•Remote

About The Position

This Congress Meeting Manager will act as a client liaison and lead for assigned congress programs, supporting the planning, management, and execution of convention strategies across Neurology and Oncology therapeutic areas for both pipeline and inline products. You will manage all aspects of congress housing, registration, meeting logistics, compliance coordination, and post-event reconciliation, while working closely with internal stakeholders, congress planners, and external suppliers. This role requires experience supporting pharmaceutical congresses, including housing management, registration reporting, compliance processes, and coordination of ancillary meetings. The Congress Meeting Manager will ensure all program objectives, deadlines, compliance requirements, and financial targets are achieved while delivering exceptional service and operational excellence.

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.

Nice To Haves

Cvent certification preferred.
CMP, CMM, HMCC, or related certification preferred.
Global congress experiences preferred.
Experience supporting Neurology, Oncology, or Life Sciences congress programs.

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.