Meetings Management, Congress & HCP Operations Lead

Duties:

The Operations Lead supports Congress & Meeting Management operations including congresses HCP meetings internal BI Client employee meetings meeting intake event timelines registration and attendee data meeting materials budget tracking procurement/payment support vendor coordination meeting-card administration and closeout documentation. This role manages related systems reporting dashboards and process improvements to support compliant efficient meeting execution with secondary support for Speaker Bureau HCP engagement and contracting activities that intersect with meeting operations.

Key Responsibilities

Core Responsibilities

Manage CMM meeting workflows platforms calendars request intake timelines assignments access needs documentation training reminders and process controls.

Support meeting setup approvals registration attendee records leadership commitments event materials print needs communications meeting cards vendor documentation reconciliation and closeout.

Track purchase orders invoices payments budgets forecasts accruals vendor follow-up and finance/procurement actions for congresses HCP meetings internal meetings and meeting-related vendors.

Provide limited support for Speaker Bureau HCP engagement advisory board and contracting workflows when tied to meeting setup documentation approvals attendee needs vendor activity or closeout.

Create dashboards reports and leadership summaries using meeting volume registration calendar budget vendor survey inquiry attendee reconciliation and platform data.

Identify process gaps data issues payment concerns service trends and compliance risks; support remediation standardization automation and continuous improvement.

Coordinate with CMM meeting leads internal stakeholders vendors meeting partners technology teams print procurement security finance procurement compliance and administrators.

Drive process improvements and operational procedures in partnership with CMM and HCP teams to enhance ways of working strengthen vendor accountability and support consistent execution.

Coordinate vendor and stakeholder deliverables timelines and dependencies to ensure execution remains on track and accountability is maintained.

Learns and understands the current state of the industry including knowledge of tools techniques strategies and processes that can be utilized to improve process efficiency and performance

Skills:

Relevant experience in meeting operations congress management event operations project management procurement vendor coordination budget tracking reporting or compliance-driven operational support.

Experience supporting high-volume deadline-driven meetings or congresses across stakeholders vendors systems budgets timelines and workstreams in a regulated environment.

Strong organization attention to detail financial tracking customer service communication prioritization problem-solving and stakeholder coordination skills.

Experience with Cvent SpotMe CAR Form BICC Power Apps Power BI Invoice Track We Buy Lectrona Scope Manager Veeva Vault meeting-card processes contracting workflows or related meeting/engagement tools preferred.

Background in pharmaceuticals healthcare life sciences events congress management meeting operations or another regulated industry.

Experience with process improvement dashboards automation meeting documentation vendor reconciliation records retention transparency-related data and related HCP engagement or contracting workflows.

Success Measures

Accurate timely meeting intake calendar assignment registration budget payment vendor materials reconciliation and closeout tracking.

Reliable dashboards reporting documentation audit readiness issue tracking leadership visibility improved service levels and positive stakeholder/vendor feedback.

Continuous improvement opportunities identified and implemented resulting in streamlined processes increased efficiency and consistent adoption of standard ways of working

Education:

Education/experience equivalent: bachelors degree with approximately three or more years; or masters degree with approximately two or more years.

Required Experience:

Manager