Meeting & Congress Planner - Pharmaceuticals

IntelliPro Group Inc.•Cambridge, MA

1d•Remote

About The Position

The Meeting & Congress Planner Contractor will support the planning and execution of internal meetings, external engagements, and congresses across North America Commercial therapeutic areas, with a primary focus on congress management and execution. This role will partner closely with internal stakeholders, external vendors, and industry associations to support seamless delivery of high-quality programs while ensuring compliance with all client's corporate, financial, legal, regulatory, and travel policies. This individual will serve as a key operational partner to the Meetings & Congresses team by helping manage congress logistics, sponsorship deliverables, exhibit coordination, timelines, budgets, and stakeholder communications. The role requires a highly organized and proactive planner with strong project management capabilities and experience navigating complex cross-functional environments. This position reports to the Head of BNA Meetings & Congresses.

Requirements

Minimum 5–7 years of experience planning and executing corporate meetings, events, and/or medical congresses.
Strong hands-on experience with congress planning, exhibit logistics, sponsorship management, and external meeting operations.
Proven project management skills with the ability to manage multiple complex programs simultaneously.
Experience coordinating cross-functional stakeholders in a matrixed organization.
Strong written and verbal communication skills.
Strong organizational skills and attention to detail.
Experience managing budgets, timelines, and vendor relationships.
Ability to work independently, proactively, and collaboratively in a fast-paced environment.
Ability to travel domestically up to 25%.

Nice To Haves

Experience within biotechnology, pharmaceutical, or healthcare industries.
Understanding of pharmaceutical compliance regulations, including Sunshine Act and HCP engagement requirements.
Experience working with industry associations and congress organizations.
Familiarity with exhibit planning, sponsorship fulfillment, and congress-related procurement processes.

Responsibilities

Support the planning and execution of meetings and congresses, with a strong emphasis on external congress management and exhibit-related activities.
Partner with internal stakeholders to understand business objectives, therapeutic area priorities, and engagement goals to support successful program execution.
Assist in the development and execution of congress operational plans, including sponsorship fulfillment, exhibit logistics, meeting space management, registration oversight, housing coordination, and onsite support.
Serve as a primary operational point of contact for congress organizations and industry associations to help streamline communications and maintain strong working relationships.
Coordinate timelines, deliverables, and cross-functional workstreams to ensure successful execution of multiple concurrent programs.
Support exhibit and sponsorship planning activities, including tracking benefits, coordinating deliverables, and ensuring alignment with business objectives.
Advise stakeholders on meeting logistics and operational best practices for both virtual and in-person meetings and congresses.
Manage meeting and congress budgets, track expenses, and support budget forecasting activities.
Conduct site visits for assigned meetings and congresses to evaluate logistics, operational readiness, and attendee experience.
Maintain standard operating procedures, planning documents, and operational tools to support consistency and excellence in execution across programs.
Support group travel coordination and overall congress logistics management to ensure operational efficiency and positive attendee experiences.
Identify opportunities for process improvement and operational efficiencies, while incorporating industry best practices into planning and execution activities.
Support post-program reconciliation, reporting, and capture of key learnings and recommendations.
Lead day-to-day planning activities across multiple meetings and congresses simultaneously.
Drive project timelines and proactively manage deliverables across internal stakeholders, agencies, suppliers, and congress organizations.
Coordinate and facilitate planning meetings, status updates, and action item tracking.
Help ensure alignment across Commercial, Medical, Compliance, Legal, Procurement, Finance, and external partners.
Ability to influence and collaborate across teams in a highly matrixed environment without direct authority.
Maintain a strong understanding of client's compliance policies and applicable pharmaceutical regulations governing HCP and patient engagements.
Ensure all meeting and congress activities are executed in compliance with corporate policies and industry standards.
Support documentation, contracting coordination, and operational processes associated with sponsorships and congress participation.
Partner with external agencies, venues, exhibit houses, and suppliers to support logistics execution and service delivery.
Coordinate vendor deliverables and ensure adherence to program timelines, budgets, and operational expectations.
Support sourcing activities and vendor communications for assigned programs.