Meetings Management, Congress & HCP Operations Lead

System One; Ridgefield (CT); Hybrid; USD 157,597,000 - 166,194,000; Part time

Benefits offered by this job

Medical coverage

Dental coverage

401(k) plan

Job summary

System One is seeking a Congress & Meeting Management Operations Lead in Ridgefield, CT, on a 12-month contract with a hybrid work model (onsite and remote). The role focuses on operational management, budget tracking, vendor coordination, reporting, and compliance-driven processes to enable efficient and compliant event execution.

The ideal candidate will oversee meeting workflows, systems, and documentation, develop dashboards and metrics, and collaborate with internal stakeholders, vendors,

Qualifications

• Bachelor's degree with 3+ years of relevant experience, or Master's with 2+ years.
• Experience in meeting operations, congress management, event operations, procurement, vendor management, budget tracking, or compliance-focused operational support.
• Experience supporting high-volume meetings with multiple stakeholders, timelines, budgets.
• Experience with meeting platforms such as Cvent, SpotMe, Veeva Vault, Power BI, Power Apps, or similar systems.
• Experience in pharmaceutical, healthcare, life sciences, congress management, or other regulated environments preferred.

Responsibilities

• Manage meeting operations including intake, registration, attendee records, calendars, timelines, event materials, meeting-card administration, vendor coordination, and closeout activities.
• Track budgets, purchase orders, invoices, payments, accruals, forecasts, and related procurement and finance processes for meeting and congress programs.
• Support meeting-related workflows associated with Speaker Bureau, HCP engagement, advisory boards, and contracting activities.
• Develop and maintain dashboards, reports, and operational metrics utilizing meeting, registration, budget, vendor, and platform data.
• Drive process improvements, support compliance requirements, and coordinate activities across internal stakeholders, vendors, technology teams, procurement, and finance functions.

Skills

Meeting operations

Budget tracking

Vendor management

Dashboards reporting

Cross-functional coordination

Education

Bachelor's degree

Master's degree

Tools

Cvent

SpotMe

Veeva Vault

Power BI

Power Apps

Lectrona

Scope Manager

Invoice Track

Job description

Job Title: Congress & Meeting Management Operations Lead
Location: Ridgefield, CT
Type: 12 month contract
Compensation: $55-58/hour, depending on qualifications
Work Model: Hybrid - onsite and remote
Hours: 40.0 hours per week

Overview

Support congresses, healthcare professional meetings, and internal events through operational management, budget tracking, vendor coordination, reporting, and compliance-driven processes. This role oversees meeting workflows, systems, and documentation to enable efficient and compliant event execution.

Responsibilities

• Manage meeting operations including intake, registration, attendee records, approvals, calendars, timelines, event materials, meeting-card administration, vendor coordination, and closeout activities.
• Track budgets, purchase orders, invoices, payments, accruals, forecasts, and related procurement and finance processes for meeting and congress programs.
• Support meeting-related workflows associated with Speaker Bureau, HCP engagement, advisory boards, and contracting activities.
• Develop and maintain dashboards, reports, and operational metrics utilizing meeting, registration, budget, vendor, and platform data.
• Drive process improvements, support compliance requirements, and coordinate activities across internal stakeholders, vendors, technology teams, procurement, and finance functions.

Requirements

• Bachelor's degree with approximately 3+ years of relevant experience, or Master's degree with approximately 2+ years of relevant experience.
• Experience in meeting operations, congress management, event operations, project coordination, procurement, vendor management, budget tracking, or compliance-focused operational support.
• Experience supporting high-volume meetings or event programs involving multiple stakeholders, vendors, timelines, budgets, and business processes.
• Experience with meeting and engagement platforms such as Cvent, SpotMe, Veeva Vault, Power BI, Power Apps, Lectrona, Scope Manager, Invoice Track, We Buy, BICC, CAR Forms, or similar systems preferred.
• Experience in pharmaceutical, healthcare, life sciences, congress management, or other regulated industry environments preferred.

System One, and its subsidiaries including Mountain Ltd., are leaders in delivering outsourced services and workforce solutions across North America. We help clients get work done more efficiently and economically, without compromising quality. System One not only serves as a valued partner for our clients, but we offer eligible employees health and welfare benefits coverage options including medical, dental, vision, spending accounts, life insurance, voluntary plans, as well as participation in a 401(k) plan.

System One is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, age, national origin, disability, family care or medical leave status, genetic information, veteran status, marital status, or any other characteristic protected by applicable federal, state, or local law.

#LI- Ref: #558-Scientific