Meeting Congress Planner

The hiring establishment for this position is a leading organization located in Cambridge, MA, specializing in the planning and execution of high-profile meetings and congresses primarily focused on commercial therapeutic areas across North America. This organization operates in the healthcare and pharmaceutical-related sectors, working closely with internal teams and external partners to deliver top-tier programs that align with corporate, financial, legal, regulatory, and travel compliance standards. The company culture values detail-oriented, proactive individuals, emphasizing operational excellence and collaborative teamwork in a dynamic environment. The opportunity is structured as a 6-month contract with the potential for extension or permanent placement, offering a hybrid work arrangement where employees work from the Cambridge office 2 to 3 days per week. The pay rate ranges between $60 to $72.25 per hour, dependent on experience, and includes weekly pay as well as healthcare benefits.

The role of Meeting & Congress Planner Contractor is a pivotal position focused on supporting the comprehensive planning and flawless execution of both internal meetings and large-scale external congresses. This role holds a significant operational responsibility in managing all aspects of congress logistics, sponsorship deliverables, exhibit coordination, budget tracking, timeline adherence, and stakeholder communications. As a key operational partner to the Meetings & Congresses team, this position requires a professional with strong project management skills and the ability to navigate complex, cross-functional environments effectively.

The planner collaborates closely with internal stakeholders, including Commercial, Medical, Compliance, Legal, Procurement, and Finance teams, as well as external vendors and industry associations. The primary objective is to support successful program execution that meets business objectives, therapeutic area priorities, and engagement goals. Responsibilities include developing congress operational plans, managing exhibit logistics and sponsorship fulfillment, overseeing registration and housing coordination, and providing onsite support to ensure an excellent attendee experience.

This role is also responsible for maintaining strong relationships with congress organizations and industry associations, serving as the main operational point of contact to streamline communications and enhance partnership outcomes. The planner will conduct site visits for meetings and congresses, evaluate logistical and operational readiness, and implement best practices to maintain consistency and excellence across programs. The role demands a high level of organizational skill, attention to detail, and a proactive approach to problem-solving, as well as expertise in budget management and vendor relations.

Project management is a core aspect of this position, requiring the planner to lead day-to-day activities across multiple meetings and congresses simultaneously. This includes driving project timelines, managing deliverables, coordinating planning meetings, status updates, and facilitating alignment across diverse stakeholder groups in a matrixed organization. The ability to influence and collaborate without direct authority is essential.

Furthermore, the role demands strict adherence to compliance and operational excellence, encompassing a thorough understanding of pharmaceutical regulations and corporate policies that govern healthcare professional and patient engagements. The planner will support contracting, documentation, and operational processes related to congress participation and sponsorships.

Finally, vendor management is integral, involving coordination with external agencies, venues, exhibit houses, and suppliers to ensure timely and effective logistics execution. The role supports sourcing activities and ensures all vendor deliverables meet program requirements and budgets.

This role is ideal for a highly organized, detail-oriented meeting and congress professional with a passion for operational excellence and delivering seamless experiences in a fast-paced, collaborative environment with a strong focus on compliance and stakeholder satisfaction.