Meetings Management, Congress & HCP Operations Lead

Spectraforce Technologies, Inc.; Ridgefield (CT); Híbrido; USD 90.000 - 120.000; Jornada completa

Descripción de la vacante

Spectraforce Technologies, Inc. is seeking an Meetings Management, Congress & HCP Operations Lead in Ridgefield, CT for a 12-month hybrid assignment.

You will oversee congresses, HCP meetings, internal employee meetings, intake workflows, timelines, registrations, and attendee data while coordinating with vendors and budgets. The role emphasizes process improvement, dashboarding, and compliance to ensure efficient, compliant meeting execution across multiple stakeholders and tools such as Cvent,

Formación

• Bachelor's degree with approximately three or more years of experience (or master’s with ~2+ years).
• Experience in meeting operations, congress management, and procurement in regulated environments.
• Proven ability to manage budgets, timelines, and vendor coordination for high-volume events.

Responsabilidades

• Manage CMM meeting workflows, calendars, timelines, access needs, and process controls.
• Support meeting setup, registration, materials, communications, and vendor documentation.
• Track PO's, invoices, budgets, forecasts, accruals, and payments for events and meetings.
• Provide limited support for Speaker Bureau, HCP engagement, and contracting workflows tied to meetings.

Conocimientos

Meeting operations

Project management

Organization

Attention to detail

Communication

Prioritization

Problem solving

Stakeholder coordination

Educación

Bachelor's degree with 3+ years

Herramientas

Cvent

SpotMe

Power BI

Power Apps

Veeva Vault

We Buy

Lectrona

Scope Manager

Descripción del empleo

Position Title: Meetings Management, Congress & HCP Operations Lead

Work Location: Ridgefield, CT 06877

Assignment Duration: 12 Months

Work Arrangement: Hybrid, 2-3 days onsite

Position Summary

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

Key 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.

Qualification & Experience

• 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.
• Education/experience equivalent: bachelor's degree with approximately three or more years; or master's degree with approximately two or more years.

Additional Information

• 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