Portfolio Contractor

TalentBurst; United Kingdom; Hybrid; GBP 60,000 - 80,000; Full time

Job summary

A leading contractor firm is looking for a Portfolio Contractor to manage congress events and ensure seamless execution. The ideal candidate should have a Bachelor's degree in a business-related field, experience in project management, and strong logistical skills. Responsibilities include overseeing speakers, managing vendor relationships, and coordinating event details. This role offers the flexibility of remote work combined with occasional on-site requirements.

Qualifications

• Experience in project and event management.
• Ability to manage speaker logistics and communications.
• Understanding of PRC/MLR routing processes.

Responsibilities

• Manage the master congress spreadsheet for meetings.
• Coordinate logistical details for congress execution.
• Oversee speaker contracting and training requirements.

Skills

Congress/event planning and execution

Managing complex logistics with multiple stakeholders

High attention to detail

Strong time management

Clear communication with cross-functional teams

Oversight of congress vendors

Proactive problem-solving

Adaptability and calm under pressure

Education

Bachelor's degree in Business or Communications

Tools

Excel

Google Sheets

Job description

Portfolio Contractor

06 Months

Marlborough, MA/Remote

Congress Management & Logistics

• Own and maintain the master congress spreadsheet covering Marketing-, Sales-, and Market Access–sponsored meetings
• Coordinate all logistical details to ensure flawless execution with no disruptions
• Partner with the Brand Lead to submit and track sponsorship applications through internal processes, ensuring timely payment and confirmation of placements
• Oversee the congress vendor on all deliverables and ensure smooth handoffs that meet meeting and submission deadlines

Speaker Bureau & Program Execution

• Manage all administrative requirements for speaker contracting, onboarding, and training
• Oversee speaker logistics, ensuring all communications are clear, timely, and complete
• Ensure vendor handles speaker travel and accommodations for product theaters and in-practice programs

Material & PRC Management

• Route smaller deliverables through PRC, including product theater invitations, congress signage, and pre-conference presentation materials
• Ensure appropriate quantities of materials are printed, shipped, and delivered to the correct meeting locations

Cross-Functional Communication

• Support Sales/Market Access/Marketing communications related to meetings and congresses, including pre-conference logistics (e.g., badges, location, hotel, etc.) and post-conference surveys and debriefs so that we can evaluate investment for next year
• Ensure seamless information flow across teams to support alignment and flawless execution

Skills

1. Project & Event Management

• Congress/event planning and execution

• Managing complex logistics with multiple stakeholders

• Maintaining master tracking documents (e.g., congress spreadsheets)

• Coordinating timelines, deadlines, and deliverables

• Vendor coordination and oversight

• Ensuring flawless, disruption-free execution

2. Organizational & Administrative Skills

• High attention to detail

• Strong time management and ability to prioritize in a fast-paced environment

• Managing speaker contracts, onboarding, and tracking requirements

• Handling scheduling and program logistics

• Managing document routing and approvals (e.g., PRC/medical–legal–regulatory processes)

3. Communication & Collaboration

• Clear, consistent communication with cross-functional teams (Sales, Marketing, Market Access)

• Ability to support pre-conference and post-conference communications

• Coordinating survey distribution and collecting feedback

• Ensuring seamless information flow across departments

4. Vendor & Stakeholder Management

• Overseeing congress vendors on deliverables and handoffs

• Ensuring compliance with internal processes (e.g., sponsorship submissions)

• Partnering with external speakers, vendors, and internal brand leads

5. Compliance & Process Management

• Understanding of PRC/MLR routing processes for promotional materials

• Ensuring timely payment and approval workflows

• Adhering to internal policies around sponsorships and speaker engagements

• Managing distribution and tracking of printed materials

6. Technical & Documentation Skills

• Spreadsheet management (likely Excel or Google Sheets)

• Tracking logistics, budgets, deadlines, and submissions

• Experience with project management or event management systems (implied)

• Preparing and managing congress-related materials and signage

7. Soft Skills

• Proactive problem-solving

• Ability to anticipate needs before issues arise

• Strong interpersonal skills when working with speakers and cross-functional partners

• Adaptability and calm under pressure

High sense of ownership and accountability

High sense of ownership and accountability

Education

Bachelors degree in either Business-related fields (e.g., business administration, marketing, management, operations management, event management / hospitality management) or Communications, and understands Life Sciences / Healthcare Fields

Optional: Certified Meeting Professional (CMP), Project Management Professional (PMP) or CAPM, Event Planning Certificates