Manager, Congress & Scientific Events

Location: New Haven, CT (Northeast Preferred)

Position Summary:

The Congress & Scientific Events Manager is responsible for end‑to‑end operational planning and execution of scientific congress activities for the Medical Affairs organization. The role ensures that medical booths, symposia, scientific presentations, and related activities are delivered on time, within budget, and in full compliance with internal processes and external codes. The ideal candidate combines strong project management and administrative rigor with experience in scientific meetings and cross‑functional coordination.

Responsibilities:

Congress Strategy Support and Planning

• Partner with the Head of Scientific Communications and Medical Affairs leadership to translate the annual medical congress strategy into detailed operational plans (timelines, deliverables, owners, budgets)
• Maintain an annual and rolling 18–24‑month congress calendar (global, regional, and key local meetings) across COVID‑19 and RSV, ensuring visibility to stakeholders and avoiding conflicts
• Coordinate pre‑congress planning meetings to confirm objectives, key activities (booth, symposia, posters/presentations, ad boards, satellite meetings), and metrics for success

Booth, Symposia, and Event Operations

• Own the administrative process for securing and managing medical booths, including applications, contracts, floor plans, booth regulations, logistics, and on‑site support coordination
• Coordinate attendee lists and roles (e.g., who is staffing the booth, who is presenting which data, who is attending which sessions) and distribute congress briefing books and agendas
• Coordinate planning and execution of scientific symposia and other medical events (e.g., educational sessions, meet‑the‑expert events) including speaker invitations, contracts, briefings, and run‑of‑show materials in collaboration with Scientific Communications and Medical Directors
• Partner with agencies, logistics vendors, and internal operations to manage registrations, housing blocks, shipping, AV needs, and on‑site staffing schedules

Materials, Compliance, and Approvals

• Coordinate the development and approval of all congress‑related medical materials (booth panels, scientific decks, handouts, FAQs, digital content) in collaboration with Sci Com, Medical Affairs, and Medical Review Committee review
• Ensure all activities adhere to company policies, industry codes, and local regulations; escalate potential compliance issues to appropriate medical and compliance partners

Pre‑ and Post‑Congress Activities and Insight Capture

• Support pre‑congress planning activities including competitor landscape scans, session mapping, and identification of key KOLs and sessions of interest in collaboration with Sci Com and Medical Affairs
• Coordinate structured post‑congress debriefs, including collection and consolidation of field and home‑office insights, key data highlights, competitive intelligence, and recommendations for follow‑up actions
• Maintain standardized templates and processes for capturing and communicating congress learnings to the broader organization

Requirements:

• Bachelor’s degree required; degree in life sciences, communications, business, or related field preferred
• 3–5+ years of experience in congress/events management, scientific communications, medical affairs operations, or related roles in pharma/biotech or medical associations
• Strong project management skills with demonstrated ability to manage multiple congresses and workstreams simultaneously under tight timelines
• High attention to detail and operational rigor; strong organizational and documentation skills
• Familiarity with medical review/approval processes and compliance frameworks in pharmaceutical/biotech settings
• Excellent communication and stakeholder management skills; comfortable working with scientific, commercial, and operational colleagues, as well as external vendors and HCPs
• Proficiency with standard business software (e.g., Excel, PowerPoint, project management tools); experience with congress management or event platforms is an asset
• Ability to travel to support on‑site congress execution (up to ~20–30% depending on calendar)

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