Associate Director, Event Planning, Congress & Symposiums

Talent Groups; Boston (MA); On-site; USD 110,000 - 170,000; Part time

Job summary

Talent Groups is seeking a seasoned Events Manager to lead planning and execution of commercial meetings and congresses within a marketing operations context. You will manage venue sourcing, attendee tracking, F&B, and logistics, while coordinating cross-functional teams to align with organizational strategy.

The role emphasizes end-to-end logistics, budgeting, and compliance (Sunshine Act), with up to 40% travel to support national, regional, and local congresses.

Qualifications

• Proficient in Microsoft Office Suite and event management platforms such as CVENT.
• Highly detail-oriented with strong organizational skills across multiple projects, vendors, and priorities.
• Expert in planning, prioritization, meeting management, and execution of complex event strategies.
• Comprehensive knowledge of U.S. compliance requirements, including the Sunshine Act.
• Proven track record managing end-to-end event logistics, including national sales meetings and congresses.
• Experience building and optimizing SOPs, planning frameworks, and tracking mechanisms.
• Experience managing budgets, tracking spend, and collaborating with procurement/finance on vendor contracts.
• Ability to travel up to 40%, including overnight travel.
• Bachelor's degree required.
• Minimum 7+ years of life science industry or relevant experience, including 3+ years managing events and/or HCP engagements.

Responsibilities

• Lead end-to-end planning and execution of commercial meetings and events.
• Manage meeting logistics, including venue sourcing, attendee tracking, food & beverage, accommodations, and event materials.
• Oversee cross-functional planning teams, driving alignment and decisions on agendas.
• Develop and maintain a master project schedule across initiatives, mitigating risk and ensuring on-time delivery.
• Partner with Sales, Marketing, and Field Training teams to align events with organizational strategy.
• Manage external production and logistics vendors to ensure high-quality execution.
• Oversee the annual event planning process, including forecasting and budgeting.
• Analyze post-event feedback and data to drive continuous improvement.
• Coordinate logistics for national, regional, and local congresses, including attendee registration and hotel accommodations.
• Develop materials and processes for field teams supporting booth setup and branding at local congresses.
• Train field teams on the process for requesting participation in local congresses.
• Track attendee lists, schedules, and congress calendars for accurate planning.

Skills

Microsoft Office

Event management

Vendor management

Budgeting

Cross-functional collaboration

Travel readiness

SOPs & planning frameworks

Education

Bachelor's degree

Tools

CVENT

Job description

Duration: 6 months to start

This role leads the planning, coordination, and execution of commercial meetings and events within a marketing operations function, driving process improvements and operational excellence for congress and convention planning. Acting as a collaborator and connector across the organization, the ideal candidate manages complex event logistics end to end while building strong partnerships with internal teams and external suppliers.

Responsibilities

• Lead end-to-end planning and execution of commercial meetings and events, ensuring timelines and objectives are met.
• Manage meeting logistics, including venue sourcing, attendee tracking, food & beverage, accommodations, and event materials.
• Oversee cross-functional planning teams, driving alignment and decisions on agendas.
• Develop and maintain a master project schedule across initiatives, mitigating risk and ensuring on-time delivery.
• Partner with Sales, Marketing, and Field Training teams to align events with organizational strategy.
• Manage external production and logistics vendors to ensure high-quality execution.
• Oversee the annual event planning process, including forecasting and budgeting.
• Analyze post-event feedback and data to drive continuous improvement.
• Coordinate logistics for national, regional, and local congresses, including attendee registration and hotel accommodations.
• Develop materials and processes for field teams supporting booth setup and branding at local congresses.
• Train field teams on the process for requesting participation in local congresses.
• Track attendee lists, schedules, and congress calendars for accurate planning.

Qualifications

• Proficient in Microsoft Office Suite and event management platforms such as CVENT.
• Highly detail-oriented with strong organizational skills across multiple projects, vendors, and priorities.
• Expert in planning, prioritization, meeting management, and execution of complex event strategies.
• Comprehensive knowledge of U.S. compliance requirements, including the Sunshine Act.
• Proven track record managing end-to-end event logistics, including national sales meetings and congresses.
• Experience building and optimizing SOPs, planning frameworks, and tracking mechanisms.
• Experience managing budgets, tracking spend, and collaborating with procurement/finance on vendor contracts.
• Ability to travel up to 40%, including overnight travel.
• Bachelor's degree required.
• Minimum 7+ years of life science industry or relevant experience, including 3+ years managing events and/or HCP engagements.

Preferred

• Certified Meeting Professional (CMP).
• Experience supporting a pre-launch or launch‑phase commercial organization.

Talent Groups is an equal opportunity employer that values diversity and inclusion. All qualified applicants will receive consideration without regard to protected characteristics. The listed compensation range represents a good‑faith estimate and may vary based on experience, skills, education, certifications, market conditions, client budget, and location, in accordance with applicable pay transparency laws.

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