Meetings Operations Lead: Congress & HCP Programs

Planet Pharma; Ridgefield (CT); On-site; USD 69,000 - 90,000; Full time

Job summary

Planet Pharma in Ridgefield, CT seeks an Operations Lead to support Congress & Meeting Management operations, including congresses, HCP meetings, internal employee meetings, and related processes. You will oversee intake, timelines, registration, budgets, vendor coordination, and materials.

You will build dashboards, identify process improvements, ensure compliance, and collaborate with CMM, finance, procurement, and security.

Qualifications

• Bachelor's degree with approximately three or more years of experience, or master's with two or more years.
• Experience in regulated industries and governance expectations.
• Ability to manage high-volume meetings and deadlines.

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

Meeting operations

Congress management

Project management

Procurement

Vendor coordination

Budget tracking

Reporting & dashboards

Regulated industry

Cvent

Power BI

Veeva Vault

Education

Bachelor's degree with 3+ years

Master's degree with 2+ years

Tools

Cvent

SpotMe

Power Apps

Power BI

We Buy

Lectrona

Scope Manager

Veeva Vault

Job description

Planet Pharma in Ridgefield, CT seeks an Operations Lead to support Congress & Meeting Management operations, including congresses, HCP meetings, internal employee meetings, and related processes. You will oversee intake, timelines, registration, budgets, vendor coordination, and materials.

You will build dashboards, identify process improvements, ensure compliance, and collaborate with CMM, finance, procurement, and security.