Meeting Congress Planner

Boston, MA, USA|Remote, Onsite

Job Overview

Compensation

Hourly

Range $60.00 - $72.25

Work Schedule

Standard Hours

Flexible

Benefits

Healthcare benefits

weekly pay

hybrid work environment

competitive pay

flexible schedule

Career growth opportunities

Paid Time Off

Job Description

This opportunity is offered by a prominent organization located in Cambridge, MA, specializing in the healthcare, pharmaceutical, and biotechnology industry sectors. The company operates with a hybrid office model, expecting employees to work onsite 2-3 days per week. Given its presence in a rapidly evolving and regulated sector, the firm places high value on compliance, operational excellence, and collaborative internal and external partnerships. This role is contracted initially for six months, with the option for extension or permanent placement. The company provides competitive compensation, ranging from $60 to $72.25 per hour based on experience, and offers weekly pay along with... Show More

Job Requirements

Bachelor's degree
5-7 years of experience in meetings, events, or medical congress planning
Hands-on congress planning and exhibit logistics experience
Proven project management skills
Cross-functional coordination experience
Strong communication skills
Detail-oriented organizational skills
Budget and vendor management experience
Ability to work independently and collaboratively
Willingness to travel domestically up to 25%
Preferred experience in biotech, pharma, or healthcare
Knowledge of pharmaceutical compliance regulations
Experience with industry associations and congress organizations
Familiarity with sponsorship and procurement processes

Job Qualifications

Bachelor's degree
Minimum 5-7 years of experience planning and executing corporate meetings, events, or medical congresses
Strong hands-on experience with congress planning, exhibit logistics, sponsorship management, and external meeting operations
Proven project management skills managing 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 fast-paced environments
Ability to travel domestically up to 25%
Experience within biotechnology, pharmaceutical, or healthcare industries (preferred)
Understanding of pharmaceutical compliance regulations including Sunshine Act (preferred)
Experience working with industry associations and congress organizations (preferred)
Familiarity with exhibit planning, sponsorship fulfillment, and congress-related procurement processes (preferred)

Job Duties

Support the planning and execution of meetings and congresses with emphasis on external congress management and exhibit activities
Partner with internal stakeholders to understand business objectives and therapeutic area priorities
Assist in developing and executing congress operational plans including sponsorship fulfillment and logistics
Serve as primary operational point of contact for congress organizations and industry associations
Coordinate timelines, deliverables, and cross-functional workstreams to ensure successful program execution
Manage meeting and congress budgets, track expenses, and support budget forecasting
Conduct site visits for meetings and congresses to evaluate logistics and operational readiness
Maintain standard operating procedures, planning documents, and operational tools
Support group travel coordination and overall congress logistics management
Identify opportunities for process improvement and operational efficiencies
Support post-program reconciliation, reporting, and capture of key learnings
Lead day-to-day planning activities across multiple meetings and congresses
Drive project timelines and manage deliverables across stakeholders and vendors
Coordinate and facilitate planning meetings and status updates
Ensure alignment across Commercial, Medical, Compliance, Legal, Procurement, Finance, and external partners
Maintain strong understanding of compliance policies and pharmaceutical regulations
Ensure activities comply with corporate policies and industry standards
Support documentation, contracting, and operational processes for sponsorships and congress participation
Partner with external agencies, venues, and suppliers to support logistics and service delivery
Coordinate vendor deliverables ensuring adherence to timelines and budgets
Support sourcing activities and vendor communications for programs

Job Criteria

Experience

Mid Level (3-7 years)

Job Location

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