Key Responsibilities
Congress Planning and Execution
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Independently manage assigned congress workstreams across planning, onsite execution, and post-congress closeout activities.
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Develop and manage workstream timelines, milestones, deliverables, and dependencies to support successful congress execution.
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Coordinate cross-functional inputs across Project Management, Logistics, Opinion Leader Engagement (OLE), Commercial, Medical, Procurement, and external partners.
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Drive operational readiness for assigned workstreams by ensuring materials, systems, vendors, and stakeholders are prepared to support successful execution.
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Monitor workstream progress, identify operational risks and issue, develop mitigation plans within scope, and escalate appropriately to maintain execution timelines.
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Ensure timely completion of assigned deliverables while maintaining alignment across cross-functional teams.
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Lead assigned post-congress activities, including reporting, financial reconciliation, documentation, and lessons learned, while coordinating with relevant stakeholders.
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Capture operational insights and recommend improvements to enhance future congress planning and execution.
Stakeholder Coordination and Communication
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Serve as the primary executional point of contact for assigned workstreams and represent operational status, risks, dependencies, and progress to cross-functional stakeholders.
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Build and maintain strong collaborative relationships with internal stakeholders and external vendors to ensure aligned execution.
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Facilitate project meetings by preparing agendas, documenting decisions, tracking action items, and driving timely follow-up.
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Communicate project milestones, deliverables, risks, dependencies, and key decisions in a clear, timely, and proactive manner.
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Foster collaboration, accountability, and effective communication across teams to support successful congress delivery.
Systems, Tools, and Process Governance
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Maintain accurate and timely project information across congress management systems, trackers, and reporting tools.
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Ensure data integrity, completeness, and consistency across systems and platforms.
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Apply and support standardized processes, templates, workflows, and governance requirements in accordance with company policies, SOPs, and established best practices.
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Utilize project management tools and reporting dashboards to provide visibility into workstream progress and operational performance.
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Support the adoption and optimization of new systems, tools, and process enhancements that improve operational efficiency.
Execution Excellence and Continuous Improvement
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Deliver high-quality execution while ensuring compliance with organizational policies, regulatory requirements, and established timelines.
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Analyze operational metrics and execution outcomes to identify opportunities for improved efficiency and effectiveness.
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Recommend and support the implementation of process improvements that reduce rework, improve stakeholder experience, and enhance operational consistency.
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Provide practical input to improve congress planning templates, playbooks, and best practices based on execution experience.
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Support continuous improvement efforts by sharing operational insights, recommending refinements to tools and workflows, and helping apply standardized practices across assigned congress workstreams.
Leadership and Capability Development
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Demonstrate leadership through ownership, accountability, collaboration, and proactive problem-solving while serving as a trusted operational partner across congress workstreams.
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Exercise sound judgment and make informed operational decisions within the scope of assigned responsibilities.
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Anticipate operational needs, identify potential risks, and proactively recommend solutions to maintain execution momentum.
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Share best practices and provide peer guidance to support consistency and effective execution across the team.
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Support cross-functional initiatives that enhance congress operations capabilities, ways of working, and organizational effectiveness.
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Continuously expand knowledge of congress operations, project management methodologies, governance requirements, compliance expectations, and industry best practices.
Qualifications
Education and Experience
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Bachelor's degree or equivalent combination of education and experience.
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5–8 years of experience in congress operations, event management, project management, commercial operations, or related pharmaceutical or healthcare functions.
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Experience coordinating cross-functional projects within pharmaceutical congresses, medical meetings, or large-scale events preferred.
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Experience working with external vendors and stakeholders in a matrixed organization.
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Demonstrated ability to manage multiple workstreams simultaneously while meeting deadlines in a dynamic, fast-paced environment.
Skills
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Strong project management and organizational skills with the ability to independently manage multiple priorities.
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Excellent stakeholder management and cross-functional collaboration skills.
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Strong analytical, critical thinking, and problem-solving capabilities.
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Demonstrated ability to identify operational risks, recommend mitigation strategies, and drive issue resolution within assigned responsibilities.
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Excellent written, verbal, and interpersonal communication skills.
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High attention to detail with a strong commitment to quality and operational excellence.
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Proficiency in Microsoft Office Suite and experience using project management, event management, or congress planning platforms.
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Ability to analyze operational data and leverage reporting tools to support informed decision-making.
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Knowledge of pharmaceutical compliance requirements, congress operations, and industry standards preferred.
Personal Attributes
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Demonstrates a strong sense of ownership, accountability, and follow-through.
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Proactive, resourceful, and solutions-oriented with the ability to anticipate business needs within assigned responsibilities.
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Highly organized with excellent planning, prioritization, and execution capabilities.
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Adaptable and resilient in a dynamic, evolving, and fast-paced environment.
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Collaborative, customer-focused, and committed to delivering shared business outcomes.
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Continuous learner with a growth mindset and passion for operational excellence, innovation, and process improvement.
