Description
**Job Title:** **Senior Associate, Congress Operations**
**Reports To:** **Director, Congress Operations**
**Job Type:** **Full-Time**
**Position Summary**
The Senior Associate, Congress Operations will play a pivotal role in the planning and execution of medical congress activities. This position combines congress logistics—including housing, registration, and on-site support—with strategic and operational responsibilities for Opinion Leader (OL) engagement planning. The successful candidate will work cross-functionally to ensure seamless coordination, regulatory compliance, and high-impact presence at key congresses.
**Key Responsibilities:**
**Congress Logistics & Housing**
**Manage end-to-end logistics for medical congresses, including timeline creation, registration management, hotel block assignments, meeting space procurement, and transportation logistics**
**Develop and manage annual and program-specific timelines for congress planning activities.**
**Lead communication efforts for attendees, including travel details, confirmations, and event updates**
**Serve as point of contact for internal stakeholders, agencies, and vendors to ensure executional excellence.**
**Review and negotiate vendor contracts, track deliverables, and manage on-site logistics for congress presence.**
**Provide on-site support at 2–4 congresses per year, including coordination of booth staffing, meeting rooms, and live event oversight**
**Opinion Leader Engagements**
**Plan and coordinate OL engagements such as 1:1 meetings, roundtables, and ad boards in alignment with Medical Affairs objectives.**
**Build and manage engagement schedules in collaboration with internal stakeholders and external opinion leaders.**
**Ensure compliance with applicable industry regulations, internal policies, and transparency reporting.**
**Develop budgets for OL engagements, monitor costs, and provide optimization insights.**
**Source and manage vendors for OL-related services; negotiate terms and ensure quality delivery.**
**Track engagement KPIs and support post-congress reporting and analytics.**
**Qualifications**
**Basic Qualifications**
**Bachelor’s degree in Business, Life Sciences, Communications, or a related field.**
**6+ years of experience in congress logistics, event planning, or medical engagement operations within the pharmaceutical or biotech industry.**
**Preferred Qualifications**
**Experience in congress planning tools and systems (e.g., Cvent, Veeva Events, CRM platforms)**
**Strong cross-functional collaboration and stakeholder management skills**
**Excellent project management, communication, and organizational capabilities.**
**Understanding of regulatory and compliance guidelines (e.g., PhRMA Code, EFPIA).**
**Strategic thinking with a continuous improvement mindset.**
**Ability to work under pressure, manage multiple deadlines, and adapt quickly to changing priorities.**
**Willingness to travel 15–25%, including domestic and international congresses.**
