Congress & Meetings Operations Lead

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

Job summary

Boehringer Ingelheim is seeking an Operations Lead based in Ridgefield, CT, with hybrid flexibility to work 2-3 days on-site. You will manage congress and meeting operations, budgets, procurement support, and vendor coordination, enabling compliant, efficient event execution across diverse programs.

Ideal candidates have 3+ years in life sciences or financial services meetings, strong analytical skills, and proficiency with Cvent, Power BI, Lectrona, and related tools.

Qualifications

• Bachelor’s degree required; Project Management Certification preferred.
• 3+ years of experience in Life Sciences or Financial Services with Meetings, Congresses, and Events.
• Creative problem-solver with strong conceptual and analytical thinking; requires minimal guidance.
• Thrives in a deadline oriented, high-volume environment.
• Proficiency in MS Office; ability to learn Lectrona and Cvent tools.

Responsibilities

• Manage CMM meeting workflows, platforms, calendars, intake, timelines, and controls.
• Support meeting setup, registration, attendee records, and materials.
• Track budgets, POs, invoices, payments, forecasts, and accruals.
• Provide limited support for Speaker Bureau and contracting workflows related to meetings.
• Create dashboards and leadership summaries using meeting data.
• Identify process gaps, data issues, and compliance risks; drive improvements.
• Coordinate with multiple stakeholders, vendors, and technology teams.
• Drive process improvements and standardization with CMM and HCP teams.
• Coordinate deliverables to ensure on-track execution and accountability.
• Learns current industry tools and processes to improve efficiency.

Skills

Meeting management

Project coordination

Stakeholder engagement

Analytical thinking

Budget tracking

Education

Bachelor’s degree

Tools

Cvent

Power BI

Lectrona

Veeva Vault

Power Apps

SpotMe

We Buy

Scope Manager

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

• Bachelor’s degree required; Project Management Certification preferred
• 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 .

Our Company

Boehringer Ingelheim is a biopharmaceutical company active in both human and animal health. As one of the industry's top investors in research and development, the company focuses on developing innovative therapies that can improve and extend lives in areas of high unmet medical need. Independent since its foundation in 1885, Boehringer takes a long-term perspective, embedding sustainability along the entire value chain. Our approximately 54,300 employees serve over 130 markets to build a healthier and more sustainable tomorrow. Learn more at www.boehringer-ingelheim.com.

Why Boehringer Ingelheim?

With us, you can develop your own path in a company with a culture that knows our differences are our strengths - and break new ground in the drive to make millions of lives better.

Here, your development is our priority. Supporting you to build a career as part of a workplace that is independent, authentic and bold, while tackling challenging work in a respectful and friendly environment where everyone is valued and welcomed.

Alongside, you have access to programs and groups that ensure your health and wellbeing are looked after - as we make major investments to drive global accessibility to healthcare. By being part of a team that is constantly innovating, you'll be helping to transform lives for generations.

Want to learn more? Visit https://www.boehringer-ingelheim.com