Meeting & Congress Planner

Operations Consultant III

Pay Rate: $60-$72.25/hour, based on experience Location: Cambridge, MA Office Hybrid (2-3 days per week) 6 month contract with potential for extension and/or permanent placement Weekly pay and healthcare benefits

About This Role

The Meeting & Congress Planner Contractor will support the planning and execution of internal meetings, external engagements, and congresses across North America Commercial therapeutic areas, with a primary focus on congress management and execution. This role will partner closely with internal stakeholders, external vendors, and industry associations to support seamless delivery of high-quality programs while ensuring compliance with corporate, financial, legal, regulatory, and travel policies. This individual will serve as a key operational partner to the Meetings & Congresses team by helping manage congress logistics, sponsorship deliverables, exhibit coordination, timelines, budgets, and stakeholder communications. The role requires a highly organized and proactive planner with strong project management capabilities and experience navigating complex cross-functional environments. This position reports to the Head of BNA Meetings & Congresses.

What You'll Do

Congress & Meeting Planning Management · Support the planning and execution of meetings and congresses, with a strong emphasis on external congress management and exhibit-related activities. · Partner with internal stakeholders to understand business objectives, therapeutic area priorities, and engagement goals to support successful program execution. · Assist in the development and execution of congress operational plans, including sponsorship fulfillment, exhibit logistics, meeting space management, registration oversight, housing coordination, and onsite support. · Serve as a primary operational point of contact for congress organizations and industry associations to help streamline communications and maintain strong working relationships. · Coordinate timelines, deliverables, and cross-functional workstreams to ensure successful execution of multiple concurrent programs. · Support exhibit and sponsorship planning activities, including tracking benefits, coordinating deliverables, and ensuring alignment with business objectives. · Advise stakeholders on meeting logistics and operational best practices for both virtual and in-person meetings and congresses. · Manage meeting and congress budgets, track expenses, and support budget forecasting activities. · Conduct site visits for assigned meetings and congresses to evaluate logistics, operational readiness, and attendee experience. · Maintain standard operating procedures, planning documents, and operational tools to support consistency and excellence in execution across programs. · Support group travel coordination and overall congress logistics management to ensure operational efficiency and positive attendee experiences. · Identify opportunities for process improvement and operational efficiencies, while incorporating industry best practices into planning and execution activities. · Support post-program reconciliation, reporting, and capture of key learnings and recommendations. Project Management & Cross-Functional Coordination · Lead day-to-day planning activities across multiple meetings and congresses simultaneously. · Drive project timelines and proactively manage deliverables across internal stakeholders, agencies, suppliers, and congress organizations. · Coordinate and facilitate planning meetings, status updates, and action item tracking. · Help ensure alignment across Commercial, Medical, Compliance, Legal, Procurement, Finance, and external partners. · Ability to influence and collaborate across teams in a highly matrixed environment without direct authority. Compliance & Operational Excellence · Maintain a strong understanding of compliance policies and applicable pharmaceutical regulations governing HCP and patient engagements. · Ensure all meeting and congress activities are executed in compliance with corporate policies and industry standards. · Support documentation, contracting coordination, and operational processes associated with sponsorships and congress participation. Supplier & Vendor Management · Partner with external agencies, venues, exhibit houses, and suppliers to support logistics execution and service delivery. · Coordinate vendor deliverables and ensure adherence to program timelines, budgets, and operational expectations. · Support sourcing activities and vendor communications for assigned programs.

Who You Are

You are a highly organized and detail-oriented meeting and congress professional who thrives in fast-paced environments and enjoys managing complex logistics across multiple stakeholders. You are collaborative, solutions-oriented, and passionate about creating seamless experiences for both internal teams and external attendees.

Required Skills

· Bachelor's Degree · Minimum 5–7 years of experience planning and executing corporate meetings, events, and/or medical congresses. · Strong hands-on experience with congress planning, exhibit logistics, sponsorship management, and external meeting operations. · Proven project management skills with the ability to manage multiple complex programs simultaneously. · Experience coordinating cross-functional stakeholders in a matrixed organization. · Strong written and verbal communication skills. · Strong organizational skills and attention to detail. · Experience managing budgets, timelines, and vendor relationships. · Ability to work independently, proactively, and collaboratively in a fast-paced environment. · Ability to travel domestically up to 25%.

Preferred Skills

· Experience within biotechnology, pharmaceutical, or healthcare industries. · Understanding of pharmaceutical compliance regulations, including Sunshine Act and HCP engagement requirements. · Experience working with industry associations and congress organizations. · Familiarity with exhibit planning, sponsorship fulfillment, and congress-related procurement processes.