Maritz

Congress Meeting Manager

Maritz

full-time

Posted on:

Location Type: Remote

Location: United States

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About the role

  • Serve as the primary liaison and lead for assigned pharmaceutical congress programs, managing planning, execution, and post-event reconciliation while ensuring alignment with client strategy and objectives.
  • Lead housing and registration management, including managing hotel room blocks, building and maintaining congress websites, processing registrations, providing attendance reporting, managing housing applications, and overseeing housing attrition deadlines.
  • Manage financial tracking and reconciliation, including monitoring deposit schedules, ensuring invoice accuracy, supporting profitability targets, and coordinating post-event reconciliation of housing deposits and related program expenses.
  • Support congress meeting logistics and ancillary meeting planning, including coordinating meeting space requests, negotiating and securing meeting space within budget parameters, and liaising with congress organizers, planners, and suppliers.
  • Maintain ongoing communication with internal stakeholders and congress planners, including preparing and distributing meeting agendas, maintaining congress calendars and schedules, managing timelines, and ensuring all business-critical deadlines are met.
  • Coordinate compliance and regulatory requirements, including supporting compliance training, preparing required documentation, managing approval processes, and ensuring adherence to pharmaceutical industry guidelines and client policies.
  • Collaborate cross-functionally with internal teams and external partners, including Finance, IT, Travel, HR, agencies, and suppliers to support successful program delivery.
  • Provide onsite congress support as needed, including advancing meeting logistics, verifying room setups, reviewing banquet and master billing, and ensuring successful program execution.
  • Manage congress reporting and program documentation, utilizing Cvent and Microsoft tools to maintain accurate records, track attendance, and support program reporting and forecasting.
  • Support ongoing program improvement and operational effectiveness, including maintaining congress trackers, managing literature orders, supporting staffing coordination, and contributing to special projects and planning initiatives.

Requirements

  • Bachelor’s degree or equivalent experience required.
  • Minimum of 5+ years of experience in the pharmaceutical or life sciences industry, supporting congress planning, housing, registration, and event management.
  • Strong experience managing pharmaceutical congress housing, registration, and ancillary meetings, including understanding of compliance and regulatory requirements.
  • Experience working with congress planners, agencies, congress organizers, and suppliers to manage program logistics and execution.
  • Strong experience using Cvent and Microsoft Office Suite, including PowerPoint, Excel, and Word.
  • Strong organizational skills with the ability to manage multiple programs, deadlines, and competing priorities in fast-paced environments.
  • Proven ability to build and maintain effective relationships with clients, stakeholders, hotels, and suppliers.
  • Strong communication, business acumen, and attention to detail.
  • Understanding of pharmaceutical compliance guidelines and industry standards.
  • Ability to travel up to 20%, including domestic and international travel.
Benefits
  • medical
  • dental
  • vision
  • life insurance
  • disability
  • paid parental leave
  • 401k
  • tuition reimbursement
  • paid time off
  • year end holiday closure
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
event managementfinancial trackingprogram documentationcompliance traininghousing managementregistration managementlogistics coordinationprogram reportingprogram forecastingcongress planning
Soft Skills
organizational skillscommunicationrelationship buildingattention to detailbusiness acumentime managementproblem-solvingcollaborationnegotiationadaptability