Develop annual national/regional congress strategy aligned to brand, launch, and evidence priorities in partnership with cross‑functional teams.
Maintain master congress calendar, prioritization framework, and governance cadence.
Define success metrics and learning agenda (reach, engagement, lead quality, booth traffic, content use, pull‑through).
Lead end‑to‑end planning for major congresses (e.g., ASCO, CTOS), including timelines, run‑of‑show, risks, and Global coordination.
Oversee exhibit booth production and logistics (design, fabrication, compliance, shipping, I&D, AV/electrical, on‑site operations).
Manage housing, registration, travel, and badge logistics for internal teams, speakers, and vendors.
Coordinate ancillary events and meeting spaces (KOL 1:1s, investor/analyst meetings, internal touchpoints).
Ensure accessibility (ADA), inclusive experiences, and security/emergency protocols.
Ensure full compliance with PhRMA, OIG, Sunshine, and company policies; manage AE/PQC reporting and medical information workflows.
Oversee scientific vs. promotional content delineation and coordination (medical booth, promotional booth, symposia, product theaters).
Lead RFPs, vendor/agency oversight, contract negotiation, and performance management.
Own budget development, SOW/PO management, accruals, reconciliation, and cost optimization.
Conduct quarterly business reviews and scorecards for key partners.
Build dashboards for attendance, booth metrics, engagement, lead quality, MLR timing, and budget performance.
Run pre‑ and post‑event debriefs with clear documentation and insights.
Manage company‑driven congress apps/digital tools for attendee experience.
Establish continuous feedback loops to refine strategy, content priorities, and operational efficiency.
Develop standard playbooks, checklists, runbooks, and contingency plans for high‑risk elements.
Maintain audit‑ready documentation (approvals, contracts, spend, HCP interactions).
Advance safety and sustainability initiatives (booth reuse, print reduction).
Support regional congress operations as needed.
Partner with Sales Leadership to build and maintain the national playbook for field‑led exhibits at regional/state societies, hospitals, and local professional events.
Maintain governance cadence with Brand, Compliance, Legal, and Field Leadership (approvals, calendars, go/no‑go criteria).
Manage the Salesforce Field Exhibit Process in the 3rd‑party system; resolve sales team questions/issues and provide regular leadership reporting.
Oversee the 3rd‑party vendor and exhibit management system.
Own the modular booth ecosystem (pop‑ups, tabletops, backwalls, counters, ISI panels) with clear standards for sizing, messaging, and refresh cycles.
Oversee creation, MLR review, and lifecycle management of field‑ready materials (leave‑behinds, MOA visuals, CLM/tablet content, demo devices).
Maintain a centralized ordering portal/catalog with real‑time inventory, shipping SLAs, and version control; monitor inventory health and retire obsolete assets.
Ensure strict compliance with PhRMA, OIG, Sunshine, state rules, and internal SOPs; define on‑site do’s/don’ts for representatives.
Maintain audit‑ready documentation.
Enforce quality standards for exhibit appearance, brand consistency, and professional on‑site execution.
Define and track KPIs (coverage, traffic, engagement, leads, conversion, content use, budget adherence) and report regularly to Sales and Marketing.
Optimize field exhibit processes, templates, and system workflows.
Manage updates to training materials and ensure posting on SharePoint.
Maintain a comprehensive roster of state society memberships across therapeutic areas and geographies.
Track membership status, renewal cycles, dues, and key deadlines across all societies.
Serve as the primary point of contact for state society administrators and association partners.
Evaluate membership tiers, benefits, and pricing to ensure alignment with brand and field needs.
Coordinate with Finance for timely payments, renewals, and documentation of membership spend.
Ensure compliance review of membership applications, benefits, and any associated field activities.
Maintain centralized documentation (contracts, invoices, benefits summaries, renewal confirmations).
Partner with Field Leadership and Marketing to assess which societies warrant ongoing investment.
Distribute membership benefits (lists, newsletters, advertising opportunities, event access) to relevant internal stakeholders.
Monitor society communications for emerging opportunities (sponsorships, exhibits, content placements).
Track KPIs such as membership utilization, engagement with benefits, and ROI indicators.
Create and maintain a standardized operating procedure and annual renewal calendar.
Facilitate onboarding/training for field teams on how to leverage society memberships appropriately.
Identify opportunities to streamline or consolidate memberships for cost efficiency and better impact.
Contribute to success of marketing operations through efficient planning and execution, and evolution and innovation.
Perform other duties and responsibilities as assigned.

Requirements

Bachelor’s degree
5–8 years of pharmaceutical/biotech experience, including at least 2 years in Marketing Operations and/or project management
Significant experience working in a high-risk contracting environment
Current understanding of pharmaceutical and promotional rules and regulations
Experience in congress management, sourcing, or procurement; Track record of leading and managing complex national congresses preferred
Experience managing external vendors including establishing performance expectations, managing day-to-day activities, and ensuring appropriateness of work orders
Interested in working in a fast-paced, innovative environment while remaining flexible, proactive, resourceful and efficient
Strong interpersonal skills, ability to develop important relationships with key stakeholders, good conflict management and negotiation skills
Strong project management and operational efficiency is critical
Demonstrated strong ability to prioritize and multitask to enhance productivity and manage high volume workload in a fast-paced, rapidly changing environment
Ability to influence without authority across multi-functional teams with both internal and external stakeholders
Strong written and verbal communication skills
Operates with urgency, efficiency, flexibility, and attention to detail in a rapidly changing environment
Experience in oncology and/or rare diseases and product launches (preferred)

Benefits

Best-in-class benefits
Discretionary annual bonus based on individual and Company performance

Applicant Tracking System Keywords

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

Hard Skills & Tools

project managementcongress managementvendor managementbudget developmentperformance managementKPI trackingcontract negotiationevent planningcompliance managementmarketing operations

Soft Skills

interpersonal skillsconflict managementnegotiation skillsprioritizationmultitaskinginfluence without authoritywritten communicationverbal communicationflexibilityattention to detail