Congress Meeting Manager

Maritz; United States; Remote; USD 90,000 - 130,000; Full time

Job summary

Maritz, a leader in human-centered experiences, seeks a remote Congress Meeting Manager to oversee planning, housing, registrations, and reconciliation for pharma congress programs in Neurology and Oncology. You will coordinate housing blocks, websites, registrations, and attendance reporting while aligning with client strategy and financial targets.

You will ensure regulatory compliance, collaborate cross-functionally with Finance, IT, Travel, HR, agencies, and suppliers, and provide onsite

Qualifications

• Bachelor’s degree or equivalent experience is required.
• Minimum 5+ years in pharmaceutical or life sciences congress planning, housing, registration, and event management.
• Experience managing pharmaceutical congress housing, registration, and ancillary meetings with compliance awareness.
• Experience coordinating with congress planners, agencies, organizers, and suppliers for logistics and execution.
• Proficiency with Cvent and Microsoft Office Suite (PowerPoint, Excel, Word).
• Strong organizational, communication, and attention to detail skills.
• Ability to travel up to 20% (domestic and international).

Responsibilities

• Serve as the primary liaison and lead for assigned pharmaceutical congress programs, managing planning, execution, and post-event reconciliation.
• Lead housing and registration management, including hotel room blocks, congress websites, registrations, attendance reporting, and housing deadlines.
• Manage financial tracking and reconciliation, deposits, invoices, profitability targets, and post-event housing deposits.
• Coordinate meeting space requests and ancillary meeting planning within budget; liaise with planners and suppliers.
• Maintain agendas, calendars, schedules, timelines, and ensure critical deadlines are met.
• Coordinate compliance and regulatory requirements, supporting training and documentation.
• Collaborate with Finance, IT, Travel, HR, agencies, and suppliers to support delivery.
• Provide onsite congress support, advancing logistics, room setups, and master billing.
• Manage reporting and documentation using Cvent and Microsoft tools; track attendance and forecast.
• Support program improvement and operational efficiency through trackers and planning initiatives.

Skills

Strong communication

Organizational skills

Relationship management

Multi-program management

Travel readiness

Education

Bachelor’s degree or equivalent experience

Tools

Cvent

Microsoft Office (PPT, Excel, Word)

Job description

Where Human Connection Fuels Possibility

At Maritz, decades of innovation and perseverance have built more than just a strong reputation — they’ve shaped a culture where human connection and collaboration are at the heart of everything we do.

Joining Maritz means becoming part of a workplace grounded in a critical truth; people and their potential is our greatest resource.

Maritz helps companies achieve their business goals by inspiring people to perform their best. We design experiences, incentives, and recognition programs that spark action and deliver measurable impact.

And we’ve brought this human-first design inward – intentionally building teams that care for each other and collaborate powerfully. In our most recent employee survey, nearly 90% of respondents said that their managers care about their concerns and 82% said they feel genuinely appreciated. We know that when employees feel seen, supported, and celebrated for who they are, they thrive and so does our business.

That’s why we’ve created a flexible, environment that empowers you to do your best work without sacrificing what matters most to you. In fact, in that same survey, nearly 90% of respondents said they have the flexibility they need to balance work and personal life and nearly 80% said Maritz does a great job prioritizing employee well being.

We have a passion for excellence and genuine care for the people making it possible.

This Congress Meeting Manager will act as a client liaison and lead for assigned congress programs, supporting the planning, management, and execution of convention strategies across Neurology and Oncology therapeutic areas for both pipeline and inline products. You will manage all aspects of congress housing, registration, meeting logistics, compliance coordination, and post-event reconciliation, while working closely with internal stakeholders, congress planners, and external suppliers.

This role requires experience supporting pharmaceutical congresses, including housing management, registration reporting, compliance processes, and coordination of ancillary meetings.

The Congress Meeting Manager will ensure all program objectives, deadlines, compliance requirements, and financial targets are achieved while delivering exceptional service and operational excellence.

What You’ll Be Doing

• Serve as the primary liaison and lead for assigned pharmaceutical congress programs, managing planning, execution, and post-event reconciliation while ensuring alignment with client strategy and objectives.

• Lead housing and registration management, including managing hotel room blocks, building and maintaining congress websites, processing registrations, providing attendance reporting, managing housing applications, and overseeing housing attrition deadlines.

• Manage financial tracking and reconciliation, including monitoring deposit schedules, ensuring invoice accuracy, supporting profitability targets, and coordinating post-event reconciliation of housing deposits and related program expenses.

• Support congress meeting logistics and ancillary meeting planning, including coordinating meeting space requests, negotiating and securing meeting space within budget parameters, and liaising with congress organizers, planners, and suppliers.

• Maintain ongoing communication with internal stakeholders and congress planners, including preparing and distributing meeting agendas, maintaining congress calendars and schedules, managing timelines, and ensuring all business-critical deadlines are met.

• Coordinate compliance and regulatory requirements, including supporting compliance training, preparing required documentation, managing approval processes, and ensuring adherence to pharmaceutical industry guidelines and client policies.

• Collaborate cross-functionally with internal teams and external partners, including Finance, IT, Travel, HR, agencies, and suppliers to support successful program delivery.

• Provide onsite congress support as needed, including advancing meeting logistics, verifying room setups, reviewing banquet and master billing, and ensuring successful program execution.

• Manage congress reporting and program documentation, utilizing Cvent and Microsoft tools to maintain accurate records, track attendance, and support program reporting and forecasting.

• Support ongoing program improvement and operational effectiveness, including maintaining congress trackers, managing literature orders, supporting staffing coordination, and contributing to special projects and planning initiatives.

What You’ll Bring

• Bachelor’s degree or equivalent experience required.

• Minimum of 5+ years of experience in the pharmaceutical or life sciences industry, supporting congress planning, housing, registration, and event management.

• Strong experience managing pharmaceutical congress housing, registration, and ancillary meetings, including understanding of compliance and regulatory requirements.

• Experience working with congress planners, agencies, congress organizers, and suppliers to manage program logistics and execution.

• Strong experience using Cvent and Microsoft Office Suite, including PowerPoint, Excel, and Word.

• Strong organizational skills with the ability to manage multiple programs, deadlines, and competing priorities in fast-paced environments. Proven ability to build and maintain effective relationships with clients, stakeholders, hotels, and suppliers.

• Strong communication, business acumen, and attention to detail.

• Understanding of pharmaceutical compliance guidelines and industry standards.

• Ability to travel up to 20%, including domestic and international travel.

Nice To Have

• Cvent certification preferred.

• CMP, CMM, HMCC, or related certification preferred.

• Global congress experiences preferred.

• Experience supporting Neurology, Oncology, or Life Sciences congress programs.

Things You Should Know

• This role supports pharmaceutical congress programs, which require strict adherence to industry compliance, regulatory standards, and client protocols.

• This role may require domestic and international travel based on congress schedules and client needs.

• This is a remote role.

DISCLAIMER:

This job description is designed to indicate the general nature and level of work performed by associates within this classification. It is not designed to confirm or be interpreted as a comprehensive summary of all duties, responsibilities and qualifications required of associates assigned to this job.

Maritz offers a comprehensive benefits package for full-time employees including medical, dental, vision, life insurance, disability, paid parental leave, 401k, tuition reimbursement, paid time off, year end holiday closure, and more!

View all details at:

www.MaritzBenefits.com

Maritz will only employ applicants who have authorization to work permanently in the U.S. This is not a position for which sponsorship will be provided. Those who need sponsorship for work authorization now or in the future are not eligible for hire.

Maritz is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to sex, race, color, religion, national origin, age, marital status, political affiliation, sexual orientation, gender identity, genetic information, disability or protected veteran status. We are committed to providing a workplace free of any discrimination or harassment.

If you have a disability and are having difficulty accessing or using this website to apply for a position, you can request help by calling 1-636-827-0380 or by sending an email to [e-mail].