Meetings Management, Congress & HCP Operations Lead,

Sigma Systems, Inc.; Ridgefield (CT); Hybrid; USD 90,000 - 130,000; Full time

Job summary

Sigma Systems, Inc. in Ridgefield, CT is seeking a Meetings Management, Congress & HCP Operations Lead to oversee end-to-end meeting operations for congresses, HCP meetings, and internal events.

The role involves managing workflows, timelines, registrations, budgets, vendor coordination, and compliance-driven processes, with hands-on use of leading tools. You will create dashboards, reports, and leadership summaries, identify process gaps, and drive continuous improvements in collaboration with

Qualifications

• Bachelor's degree or higher with relevant experience in meeting operations.
• Experience in congress management, event operations, procurement, or compliance-driven support.
• Experience supporting high-volume meetings in regulated environments.

Responsibilities

• Manage meeting workflows, platforms, calendars, request intake, timelines, assignments, and controls.
• Support setup, registration, attendee records, materials, vendor documentation, and closeout.
• Track POs, invoices, payments, budgets, forecasts, accruals, and vendor actions for congresses and meetings.
• Provide limited support for Speaker Bureau, HCP engagement, and contracting workflows tied to meetings.
• Create dashboards and leadership summaries using meeting and platform data.
• Identify process gaps and risks; drive remediation, automation, and continuous improvement.
• Coordinate with stakeholders, vendors, technology teams, and compliance functions.
• Drive operational procedures to enhance vendor accountability and execution.

Skills

Organization

Attention to detail

Financial tracking

Customer service

Communication

Prioritization

Problem solving

Stakeholder coordination

Education

Bachelor's degree

Master's degree

Tools

Cvent

SpotMe

CAR Form

BICC

Power Apps

Power BI

Invoice Track

We Buy

Lectrona

Scope Manager

Veeva Vault

Job description

37598626 Meetings Management, Congress & HCP Operations Lead, Ridgefield, CT 12 Months

Sigma Systems is seeking a Meetings Management, Congress & HCP Operations Lead to work at Ridgefield, CT

2-3 days onsite

The Operations Lead supports Congress & Meeting Management operations, including congresses, HCP meetings, internal BI Client 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.

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 with approximately three or more years; or master's degree with approximately two or more years.
• 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.

Success Measures:

• Accurate, timely meeting intake, calendar, assignment, registration, budget, payment, vendor, materials, reconciliation, and closeout tracking.
• Reliable dashboards, reporting, documentation, audit readiness, issue tracking, leadership visibility, improved service levels, and positive stakeholder/vendor feedback.
• Continuous improvement opportunities identified and implemented, resulting in streamlined processes, increased efficiency, and consistent adoption of standard ways of working