Meetings Management & Congress Ops Lead

Sigma Systems, Inc.; Ridgefield (CT); Hybrid; USD 90,000 - 115,000; Full time

Job summary

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

The role combines hands-on coordination with data-driven oversight to ensure compliant, on-time execution. You will manage intake, timelines, registration, budgets, vendor coordination, and documentation, while building dashboards and reports to support leadership decisions.

Qualifications

• Bachelor's degree with approximately three or more years in meeting operations or related fields.
• Experience in meeting operations, congress management, event operations, project management, procurement, vendor coordination, budget tracking, reporting, or compliance-driven operational support.
• Experience with 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.

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

Skills

Project Management

Stakeholder Coordination

Attention to Detail

Communication

Problem-solving

Education

Bachelor's degree with ~3+ years

Master's degree with ~2+ years

Tools

Cvent

SpotMe

BICC

Power Apps

Power BI

Invoice Track

We Buy

Lectrona

Scope Manager

Veeva Vault

Job description

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

The role combines hands-on coordination with data-driven oversight to ensure compliant, on-time execution. You will manage intake, timelines, registration, budgets, vendor coordination, and documentation, while building dashboards and reports to support leadership decisions.