Congress Meeting Manager (HCP)

Maritz; Nutley (NJ); On-site; USD 90,000 - 130,000; Full time

Job summary

Maritz is seeking an experienced Congress Programs Lead in Nutley, NJ to manage strategic planning, housing, registrations, and post-event reconciliation for pharmaceutical congresses.

You will coordinate logistics, liaise with planners and suppliers, ensure regulatory compliance, and drive efficient program delivery while maintaining strong client relationships.

Qualifications

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

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 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.

Skills

Communication

Business acumen

Attention to detail

Multitasking

Relationship building

Education

Bachelor’s degree or equivalent experience

Tools

Cvent

Microsoft Office

PowerPoint

Excel

Word

Job description

• 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.