Congress Operations Coordinator – Remote

Alphanumeric Systems; United States; On-site; USD 34,000 - 55,000; Full time

Job summary

Alphanumeric Systems is seeking a highly organized Congress Operations Coordinator for a fully remote, 12-month contract in the United States. You will manage high‑volume data related to 40–60 medical congress events annually, maintain records, track workflows, and ensure timely action across systems like VEEVA, Salesforce, and Cvent.

The role emphasizes accuracy, adherence to processes, and proactive follow-up in a regulated environment.

Qualifications

• Previous experience in operations coordination, project coordination, data management, administrative operations, or similar roles.
• Demonstrated ability to manage high-volume, repetitive work while maintaining accuracy.
• Exceptional organizational skills and attention to detail.
• Strong follow-through with the ability to track open items and drive tasks to completion.
• Ability to follow established processes and workflows.
• Good judgment and willingness to escalate when information is incomplete or noncompliant.
• Ability to manage multiple priorities and deadlines in a remote environment.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office and collaboration tools.
• Bachelor's degree preferred as described.

Responsibilities

• Perform high-volume, accurate data entry and event maintenance in VEM and other systems.
• Support the event lifecycle from creation to closeout.
• Gather, review and track required documentation for congress events.
• Maintain event records, statuses, timelines and trackers.
• Proactively follow up on outstanding information to keep events on schedule.
• Monitor multiple events at different workflow stages to meet deadlines.
• Respond to questions about event records and coordinate follow-up.
• Support data-entry in Salesforce for Tier 1 events.
• Perform basic Cvent-related activities within workflows.
• Prepare and update Excel spreadsheets, PowerPoint materials, trackers and reports.
• Participate in regular Congress Operations meetings to review priorities.
• Follow established processes in a regulated environment.
• Identify discrepancies or compliance concerns and escalate appropriately.
• Maintain accurate documentation and confidential information.

Skills

Data entry

Organizational skills

Attention to detail

Communication

Remote work

Education

Bachelor's degree in Business, Project Management, Healthcare Administration, Marketing or related discipline

Tools

Veeva Events Management (VEM)

Salesforce

Cvent

Microsoft Outlook

Microsoft Teams

Excel

PowerPoint

Word

Job description

Congress Operations Coordinator – Remote

Location: Remote – United States

Employment Type: Contract

Schedule: Full-Time

Duration: 12 months

Alphanumeric Systems is seeking a highly organized and detail-oriented Congress Operations Coordinator to provide operational support for a global biopharmaceutical organization.

This is a data-intensive operations coordination role supporting the lifecycle of approximately 40–60 Tier 1 and Tier 2 medical congress events annually. The successful candidate will be responsible for maintaining accurate event information, tracking activities through established workflows, following up on outstanding documentation and action items, and ensuring events continue progressing through each stage of the process.

This is an excellent opportunity for someone who enjoys structured, process-driven work, takes ownership of follow-up, and is comfortable managing repetitive, high-volume activities where accuracy and attention to detail are critical.

Key Responsibilities

• Perform high-volume, accurate data entry and event maintenance within Veeva Events Management (VEM) and other business systems.
• Support the event lifecycle from initial event creation through completion and closeout.
• Gather, review and track required supporting documentation for congress events.
• Maintain event records, statuses, timelines, calendars and workflow trackers.
• Proactively follow up on outstanding information, documentation and action items to keep events progressing on schedule.
• Monitor multiple events at various stages of the workflow and ensure deadlines and required actions are not missed.
• Respond to questions and requests related to event records and coordinate appropriate follow-up.
• Support additional data-entry activities within Salesforce for applicable Tier 1 congress events.
• Perform basic Cvent-related activities as part of the established event workflow.
• Prepare and update template-based Excel spreadsheets, PowerPoint materials, trackers and status reports.
• Participate in regular meetings with the Congress Operations team to review priorities, outstanding actions and event status.
• Follow established processes and procedures in a highly regulated environment.
• Recognize discrepancies, exceptions or potential compliance concerns and recognize them appropriately rather than proceeding without clarification.
• Maintain accurate documentation and confidential business information.

Qualifications

• Previous experience in operations coordination, project coordination, data management, administrative operations, event support, or a similar role.
• Demonstrated ability to manage high-volume, repetitive work while maintaining a high level of accuracy.
• Exceptional organizational skills and attention to detail.
• Strong follow-through with the ability to track open items and drive tasks through completion.
• Ability to understand and consistently follow established processes and workflows.
• Good judgment and willingness to ask questions or escalations when information appears incomplete, inconsistent or potentially noncompliant.
• Ability to manage multiple priorities and records simultaneously without losing track of deadlines or required actions.
• Strong written and verbal communication skills.
• Dependable, responsive and comfortable working collaboratively in a fully remote environment.
• Proficiency with Microsoft Outlook, Teams, Excel, PowerPoint and Word.
• Bachelor's degree in Business, Project Management, Healthcare Administration, Marketing or a related discipline preferred.

Preferred Experience

Experience with any of the following is helpful but not required:

• Cvent
• Pharmaceutical, biotechnology, healthcare or other regulated industries
• Medical congress, meeting or event operations
• Compliance-driven workflows and documentation

Important: This is a fully remote position; however, the resource must perform all work within the United States due to system-access requirements.

The ideal candidate for this opportunity is someone who takes pride in being the person who keeps things moving—staying on top of details, following up consistently, maintaining accurate records, and making sure outstanding items don't fall through the cracks.