Senior Associate, Congress Operations

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.