Meeting Congress Planner

The hiring establishment for this role is a prominent organization located in Cambridge, MA that specializes in managing high-level meetings and congresses within the North American commercial therapeutic areas. Known for its commitment to delivering seamless and high-quality event experiences, this company operates within a hybrid office model, requiring employees to work onsite 2-3 days a week. This setup supports collaborative teamwork as well as independent productivity. The role offered is a 6-month contract with the possibility of extension or transition to permanent placement, providing stability and growth potential for the right candidate. The pay rate is competitive, ranging from $60 to $72.25 per hour based on experience, with benefits including weekly pay and healthcare coverage.

The Meeting & Congress Planner Contractor will be integral to the planning and successful execution of internal meetings, external engagements, and congresses, primarily focusing on congress management and operational delivery. This role involves close collaboration with internal partners, external vendors, and industry associations to ensure that all events comply fully with corporate, financial, legal, regulatory, and travel policies. The individual in this position will be a key operational partner to the Meetings & Congresses team, managing all logistical aspects such as sponsorship deliverables, exhibit coordination, timelines, budgets, and stakeholder communications. Strong organizational and project management skills are crucial, as well as the ability to work across diverse teams within a complex matrixed environment.

Responsibilities include supporting congress and meeting planning management activities like sponsorship fulfillment, exhibit logistics, registration oversight, housing coordination, and onsite support services. The planner will act as the main operational liaison to congress organizations and industry associations, which entails streamlining communications and nurturing strong stakeholder relationships. They will manage multiple concurrent programs, ensuring timelines and deliverables are met while maintaining operational efficiency. The role also involves advising stakeholders on meeting logistics and best practices for virtual and in-person meetings, managing budgets with an eye toward accuracy in expenditures and forecasting, and conducting site visits to assess logistical readiness and attendee experience. Maintaining standard operating procedures and supporting process improvement initiatives will also be key.

Furthermore, this position demands leadership in day-to-day planning activities, driving project timelines and deliverables, facilitating planning meetings, and ensuring alignment among Commercial, Medical, Compliance, Legal, Procurement, Finance, and external parties. The Meeting & Congress Planner must possess a thorough understanding of compliance policies and pharmaceutical regulations to guarantee all activities adhere to industry standards. Responsibilities also extend to supplier and vendor management, working with agencies, venues, and exhibit houses to ensure service excellence and adherence to schedules and budgets.

Ideal candidates will have a bachelor's degree and a minimum of 5 to 7 years experience in corporate meetings, event planning, and medical congress execution, with hands-on expertise in congress planning, exhibit logistics, sponsorship management, and meeting operations. They will be excellent communicators, detail-oriented, and capable of managing multiple complex programs simultaneously while maintaining strong vendor relationships and controlling budgets effectively. The ability to work independently and collaboratively, alongside a willingness to travel up to 25% domestically, rounds out the profile.

Preferred candidates may possess experience within biotechnology, pharmaceutical, or healthcare sectors and familiarity with pharmaceutical compliance regulations including the Sunshine Act and healthcare professional engagement. Experience with industry associations, congress organizations, and procurement processes related to exhibits and sponsorships is advantageous. This comprehensive and dynamic role offers a challenging yet rewarding opportunity for an organized, proactive, and solutions-driven meeting and congress professional looking to advance their career in a fast-paced environment.