Description

The Lead Congress and Event Planner is responsible for the strategic planning, coordination, and execution of mid- to large-scale/high profile medical and pharmaceutical meetings, congresses, and events. This role oversees all aspects of event logistics and strategic oversight, ensuring exceptional service delivery and adherence to departmental standards. Key responsibilities include venue sourcing and contract negotiation, food and beverage management, meeting room setup, rooming list coordination, audiovisual planning, ground transportation logistics, and comprehensive on-site event support. The Lead Congress and Event Planner partners with internal stakeholders and external vendors to deliver seamless, high-quality events that align with business objectives and compliance requirements.

Duties and Responsibilities: 

• Serve as the primary point of contact for clients, managing all aspects of communication throughout the event lifecycle, including leading status meetings, providing proactive project updates, tracking milestones and deadlines, and clearly communicating action items, deliverables, and next steps to ensure successful event execution.
• Educate internal teams and clients on virtual event solutions, providing strategic recommendations based on event objectives, audience engagement, and technical requirements.
• Manage and execute initiatives that improve cost efficiency, optimize workflows, and strengthen overall departmental performance.
• Is the subject matter expert for clients and account teams by addressing logistical challenges, recommending solutions, and offering best-practice guidance.
• Build and maintain strong relationships with clients, suppliers, industry partners, and key stakeholders.
• Ensure compliance with client, industry, and pharmaceutical meeting standards, policies, and regulatory requirements.
• Collaborate closely with account teams to understand project objectives, audience needs, and strategic business goals.
• Track, manage, and reconcile event budgets, including forecasting, expense management, invoice review, and post-event financial reporting.
• Provide ongoing guidance, training, and coaching to meeting planners and team members to ensure operational excellence, knowledge sharing, and continuous professional development.
•  Lead and support special projects and departmental initiatives as assigned by management.
• Demonstrate a proven ability to independently manage complex events from concept development through post-event reconciliation while maintaining a high level of quality, accuracy, and client satisfaction.
• Recruit, onboard, and oversee qualified Trip Directors and onsite support personnel as required.
• Lead onsite event operations, serving as the primary liaison between clients, venues, vendors, and internal teams to ensure seamless execution and issue resolution.
• Manage onsite staff, trip directors, vendors, and venue personnel to ensure exceptional service delivery and adherence to event objectives.

Requirements

Education & Experience

• Bachelor’s degree required; concentration in Event Management, Hospitality, Business Administration, Marketing, or a related field preferred.
• Minimum of 5–7 years of progressive experience planning and managing large-scale meetings, congresses, conferences, and events.
• Experience within the pharmaceutical, healthcare, life sciences, or related regulated industry preferred.
• Proven experience managing domestic and international meetings, congresses, and multi-faceted event programs.
• Experience with Cvent and other event management technologies required.
•  Experience supporting virtual and hybrid events, including proficiency with Zoom and related meeting platforms, preferred.

Skills & Competencies

• Exceptional organizational, project management, and multitasking abilities with the capacity to manage multiple complex events simultaneously.
• Strong budgeting, financial management, and contract negotiation skills with a demonstrated ability to maximize cost efficiencies and value-added opportunities.
•  Ability to perform effectively in a fast-paced environment while managing competing priorities and tight deadlines.
•  Excellent problem-solving skills with the ability to make sound, timely decisions under pressure.
•  Strong leadership capabilities with experience mentoring, training, and guiding team members.
•  Outstanding customer service orientation with a commitment to delivering exceptional client and attendee experiences.
•  Excellent verbal, written, and interpersonal communication skills with the ability to effectively engage stakeholders at all levels.
•  Strong attention to detail and commitment to accuracy in all aspects of event planning and execution.
•  Ability to work independently while collaborating effectively within a team-oriented environment.
•  Positive, proactive, and solutions-focused approach with a strong commitment to continuous improvement.

Technical Proficiency

• Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Proficiency with Cvent, attendee registration systems, and event management platforms.
• Familiarity with virtual and hybrid event technologies, including Zoom and webinar platforms.

Additional Requirements

• Ability to work flexible schedules, including evenings, weekends, and extended hours, as needed to support client and event requirements.
• Ability and willingness to travel domestically and internationally for site inspections, planning meetings, and onsite event management. 
• Demonstrated ability to exercise sound judgment, professionalism, and discretion when handling confidential information and high-profile client engagements.
• Strong commitment to teamwork, collaboration, and delivering results in a client-focused environment.