Job Description

Job Title:

Senior Associate, Congress Operations

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Reports To:

Director, Congress Operations

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Job Type:

Full-Time

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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

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Develop and manage annual and program-specific timelines for congress planning activities.

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Lead communication efforts for attendees, including travel details, confirmations, and event updates

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Serve as point of contact for internal stakeholders, agencies, and vendors to ensure executional excellence.

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Review and negotiate vendor contracts, track deliverables, and manage on-site logistics for congress presence.

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Provide on-site support at 2-4 congresses per year, including coordination of booth staffing, meeting rooms, and live event oversight

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Opinion Leader Engagements

Plan and coordinate OL engagements such as 1:1 meetings, roundtables, and ad boards in alignment with Medical Affairs objectives.

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Build and manage engagement schedules in collaboration with internal stakeholders and external opinion leaders.

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Ensure compliance with applicable industry regulations, internal policies, and transparency reporting.

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Develop budgets for OL engagements, monitor costs, and provide optimization insights.

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Source and manage vendors for OL-related services; negotiate terms and ensure quality delivery.

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Track engagement KPIs and support post-congress reporting and analytics.

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Qualifications

Basic Qualifications

Bachelor's degree in Business, Life Sciences, Communications, or a related field.

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6+ years of experience in congress logistics, event planning, or medical engagement operations within the pharmaceutical or biotech industry.

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Preferred Qualifications

Experience in congress planning tools and systems (e.g., Cvent, Veeva Events, CRM platforms)

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Strong cross-functional collaboration and stakeholder management skills

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Excellent project management, communication, and organizational capabilities.

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Understanding of regulatory and compliance guidelines (e.g., PhRMA Code, EFPIA).

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Strategic thinking with a continuous improvement mindset.

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Ability to work under pressure, manage multiple deadlines, and adapt quickly to changing priorities.

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Willingness to travel 15-25%, including domestic and international congresses.

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