Congress & Meetings Operations Lead

Boehringer Ingelheim GmbH; Ridgefield (CT); Hybrid; USD 115,000 - 181,000; Full time

Job summary

Boehringer Ingelheim GmbH is seeking an Operations Lead based in Ridgefield, CT with on-site presence and hybrid flexibility (2-3 days on-site). The role supports Congress & Meeting Management operations, including workflows, budgeting, vendor coordination, and reporting.

You will manage meeting timelines, registrations, materials, and closeout documentation while improving processes and ensuring compliance.

Qualifications

• 3+ years of experience in Life Sciences or Financial Services with Meetings/Congresses/Events.
• Proven ability to navigate multiple systems and meet tight deadlines.
• Strong analytical and problem-solving skills with attention to detail.
• Experience supporting budgetary processes including supplier payments.
• Experience in regulated environments and stakeholder coordination.

Responsibilities

• Manage CMM meeting workflows, platforms, calendars, and timelines.
• Support meeting setup, registration, materials, vendor documentation, and closeout.
• Track budgets, invoices, payments, forecasts, accruals, and vendor activities for meetings.
• Provide limited support for Speaker Bureau, HCP engagement, and contracting when tied to meetings.
• Create dashboards and leadership summaries using meeting data and platform metrics.
• Identify process gaps, data issues, and compliance risks; support improvements.

Skills

Cvent

Power BI

Vendor coordination

Budget tracking

Regulated environment

Stakeholder mgmt

Education

Bachelor's degree in Life Sciences or related field

Tools

Lectrona

Cvent

Power Apps

Power BI

Veeva Vault

Job description

This role is based on-site at our Ridgefield, CT location with hybrid flexibility of 2-3 days per week on-site.

As an employee of Boehringer Ingelheim, you will actively contribute to the discovery, development, and delivery of our products to our patients and customers. Our global presence provides opportunity for all employees to collaborate internationally, offering visibility and opportunity to directly contribute to the companies' success. We realize that our strength and competitive advantage lie with our people. We support our employees in several ways to foster a healthy working environment, meaningful work, mobility, networking, and work-life balance. Our competitive compensation and benefit programs reflect Boehringer Ingelheim's high regard for our employees.

The Operations Lead supports Congress & Meeting Management operations, including congresses, HCP meetings, internal BI HP employee meetings, meeting intake, event timelines, registration and attendee data, meeting materials, budget tracking, procurement/payment support, vendor coordination, meeting-card administration, and closeout documentation. This role manages related systems, reporting, dashboards, and process improvements to support compliant, efficient meeting execution, with secondary support for Speaker Bureau, HCP engagement, and contracting activities that intersect with meeting operations.

Duties & Responsibilities

• Manage CMM meeting workflows, platforms, calendars, request intake, timelines, assignments, access needs, documentation, training reminders, and process controls.
• Support meeting setup, approvals, registration, attendee records, leadership commitments, event materials, print needs, communications, meeting cards, vendor documentation, reconciliation, and closeout.
• Track purchase orders, invoices, payments, budgets, forecasts, accruals, vendor follow-up, and finance/procurement actions for congresses, HCP meetings, internal meetings, and meeting-related vendors.
• Provide limited support for Speaker Bureau, HCP engagement, advisory board, and contracting workflows when tied to meeting setup, documentation, approvals, attendee needs, vendor activity, or closeout.
• Create dashboards, reports, and leadership summaries using meeting volume, registration, calendar, budget, vendor, survey, inquiry, attendee, reconciliation, and platform data.
• Identify process gaps, data issues, payment concerns, service trends, and compliance risks; support remediation, standardization, automation, and continuous improvement.
• Coordinate with CMM, meeting leads, internal stakeholders, vendors, meeting partners, technology teams, print procurement, security, finance, procurement, compliance, and administrators.
• Drive process improvements and operational procedures in partnership with CMM and HCP teams to enhance ways of working, strengthen vendor accountability, and support consistent execution.
• Coordinate vendor and stakeholder deliverables, timelines, and dependencies to ensure execution remains on track and accountability is maintained.
• Learns and understands the current state of the industry, including knowledge of tools, techniques, strategies, and processes that can be utilized to improve process efficiency and performance.

Requirements

• 3+ years of experience in the Life Sciences or Financial Services industry with Meetings, Congresses, and Events experience required
• Creative problem-solver with strong conceptual and analytical thinking skills; requiring minimal guidance.
• Thrives in a deadline oriented, high-volume environment.
• Ability to learn new technical systems ex. Lectrona and Cvent tool.
• Strong technical competency with ability to navigate software applications and troubleshoot general technical issues required.
• Experience supporting budgetary processes including supplier payments.
• Ability to work well with multiple stakeholders across the company, suppliers, and healthcare organizations.
• Can handle high stressful situations with a calm approach.
• Proficiency in Microsoft Office (Word, Excel, and PowerPoint).
• Entrepreneurial spirit, high energy, positive attitude, team player.
• Relevant experience in meeting operations, congress management, event operations, project management, procurement, vendor coordination, budget tracking, reporting, or compliance-driven operational support.
• Experience supporting high-volume, deadline-driven meetings or congresses across stakeholders, vendors, systems, budgets, timelines, and workstreams in a regulated environment.
• Strong organization, attention to detail, financial tracking, customer service, communication, prioritization, problem-solving, and stakeholder coordination skills.
• Experience with Cvent, SpotMe, CAR Form, BICC, Power Apps, Power BI, Invoice Track, We Buy, Lectrona, Scope Manager, Veeva Vault, meeting-card processes, contracting workflows, or related meeting/engagement tools preferred.
• Background in pharmaceuticals, healthcare, life sciences, events, congress management, meeting operations, or another regulated industry.
• Experience with process improvement, dashboards, automation, meeting documentation, vendor reconciliation, records retention, transparency-related data, and related HCP engagement or contracting workflows.

Eligibility Requirements:

• Must be legally authorized to work in the United States without restriction.
• Must be willing to take a drug test and post-offer physical (if required).
• Must be 18 years of age or older.
  

Desired Skills, Experience and Abilities

• Manage leadership-initiated ad hoc cross-functional and supplier projects, from conception to completion, leveraging agile methodologies for prompt delivery and stakeholder satisfaction. Key projects include Media Innovation Day, CMM Roadshow Deck, CMM SharePoint, and CMM Guidance Deck.
• Facilitate the delivery of key CMM initiatives such as Congress Optimization, Meeting Navigator, HCP and Patient Engagement Optimization – setting agendas for meetings, documenting minutes, and communicating action items. Assist the project lead in identifying workstreams, ensuring steady progress across all related activities.
• Optimize operational processes to enhance the efficiency and compliance of the CMM within the organization, including the HCP sourcing process and new CMC guidelines. Collaborated effectively with vendors to develop the HCP RACI and Checklist. Proactively proposed language modifications for CMM SOPs to accommodate future updates, providing strategic support to Associate Directors.
• Provide comprehensive attendee and speaker management for large-scale meetings, coordinate speaker presentations, and spearhead rehearsals for major events such as Media Innovation Day, AI Summit, and Presidents’ Club.

Compensation Data:

The base salary range for this position is $115,000 to $181,000. The position may be eligible for a role specific discretionary bonus, relocation, and/or other compensation elements. We continuously review market data and may adjust salary ranges as needed in the future. Actual compensation will be based on job-related factors such as skills, experience, and qualifications, and other factors permitted by law. For an overview of our benefits please click here .