Portfolio Marketing Operations Manager

Planet Pharma; Redwood City (CA); On-site; USD 140,000 - 170,000; Full time

Job summary

Planet Pharma in Redwood City is seeking a Portfolio Marketing Operations Manager to streamline programs and drive efficient execution. You will manage external agencies and cross-functional teams, ensuring compliant, on-time delivery of congress and speaker bureau activities while aligning with enterprise goals.

The role blends project leadership, budget oversight, and process optimization across print, digital, and omnichannel campaigns, with a focus on oncology products within a growing

Qualifications

• Bachelor’s degree with 3+ years in marketing operations or pharma.
• Experience in marketing at conferences, speaker bureaus and advisory boards.
• Collaborative team player with cross-functional partnerships.
• Strong problem solving and proactive process mindset.
• Ability to influence management without authority.
• Excellent organization, multi-tasking and deadline discipline.
• Proficiency in PowerPoint, Excel, Word and PM tools.

Responsibilities

• Support congress planning with vendor oversight for major conferences.
• Coordinate KOL touchpoints with regional insights & engagement teams.
• Plan congress receptions and on-site logistics with vendors.
• Manage PRC approvals and distribution of materials.
• Lead budget planning, tracking and stakeholder updates.
• Oversee speaker bureau operations and advisory boards.
• Drive PRC process improvements and cross-team meeting coordination.

Skills

Project management

Cross-functional coordination

Strategic planning

Communication

Influence without authority

Budget & vendor management

Problem solving

Education

Bachelor’s degree

Tools

PowerPoint

Excel

Word

Smartsheet

Teams

Portal development

Newsletters

Job description

Portfolio Marketing Operations Manager

The Opportunity:

The Manager, Marketing Operations role is essential to building marketing team operations that are executed efficiently and contribute to the achievement of functional and enterprise goals and objectives. This role requires strong project management and execution, cross functional collaboration, strategic planning, the ability to thrive in ambiguity, and a passion to drive impact for patients. This role will manage the day-to-day activities of external agencies and internal cross-functional teams, ensuring timely, compliant, and effective project delivery. The ideal candidate brings marketing expertise, cross-functional coordination experience, and a strong ability to manage projects across a growing organization with minimal oversight. Key areas of responsibility include:

National and Regional Congress support:

• Partner with congress planning team, e.g., marketing and medical to support coordinated execution at large congresses, including vendor oversight, for major conferences such as ASCO.
• Coordinate KOL Touchpoints for Regional Insights & Engagement team and ensure integrated approach with cross-functional partners where appropriate.
• Plan congress receptions, including collaborating with marketing and medical, identifying location, partnering with vendors, etc.
• Work with marketing and media agencies and marketing team members to facilitate Promotional Review Committee (PRC) approvals of congress and reception materials, handling all logistics, ensuring all materials are updated, approved and available on-site, and coordinating distribution of print and promotional materials.
• Work with marketing team and local sales team to determine on-site logistics of regional and local congresses as needed, e.g. sponsorship, booth set-up, attendance, coverage, and PRC-approved materials.
• Develop relationships with society coordinators and vendors to identify sponsorship opportunities including product theaters, receptions, and local summits.
• Submit and manage all marketing sponsorship applications and coordinate submissions with supporting organizations.

Speaker Bureau Coordination & Advisory Board planning:

• Work with Regional Insights & Engagement team, speaker bureau related agencies, and sales leadership to execute efficient and effective speaker bureau operations.
• Partner with legal and compliance to monitor speaker-related compliance processes and develop plan to ensure all goals and milestones are met.
• Support the development and submission of annual Advisory Board Plan and individual Advisory Board Plans.
• Lead logistics planning and execution for speaker bureau training, national broadcasts, peer to peer programming and support promotional speaker bureau execution.
• Conduct management of speaker bureau vendor.

Marketing Operations:

• Support print, digital, and omnichannel marketing initiatives for efficient delivery and strong partnership with cross functional partners and agencies.
• Execute and manage contracts, SOWs, and MSAs through partnership with Legal and Procurement. Liaise and respond in a timely manner to vendor/agency inquiries and payment in partnership with finance and procurement.
• Lead budget planning and phasing, support monthly budget tracking vs. forecast, and provide updates to key stakeholders; marketing team, finance, leadership as needed.
• Lead logistics and updates as needed for the print and fulfillment portal to support sales, medical and market access teams.
• Manage vendor partners for congress, print/production fulfilment, speaker bureaus, and advisory boards.
• Manage external agency partners and projects across congress, print/fulfillment, speaker bureau, from concept to completion on time and within budget, while measuring success and ensuring strategic alignment and executional excellence.
• Help manage and optimize the collaboration between the Promotional Review Committee (PRC) members and marketing, and strive for continuous improvement of PRC processes.
• Facilitate project team meetings related to congress, print/fulfillment, speaker bureau and drive accountability for decisions and actions, document meeting materials and decisions, and act as a primary contact for project team related information.
• Establish strong relationships with key internal functions including Sales, Market Access, Commercial Operations, Medical Affairs, Legal and Regulatory.
• Work closely with Commercial Operations to increase operational excellence for the Marketing team, and across the Commercial function.

Required Skills, Experience and Education:

• Bachelor’s degree required with 3+ years of experience in Marketing operations or relevant experience in operations or project management roles in pharmaceuticals or biopharma.
• Experience in marketing execution at conferences, speaker bureaus, advisory boards is required.
• Track record of being a collaborative team player, building positive partnerships, and adapting to meet the needs of a growing business.
• Strong critical thinker and problem solver with proactive mindset to build and manage processes that drive accountability and results.
• Demonstrated ability to influence management and key business partners without authority.
• Excellent organizational skills, ability to multi-task, and prioritize effectively to deliver results within reasonably established timelines.
• Strong interpersonal skills including verbal and written communication and representand embodies our corporate values.
• Proficient in Powerpoint, Excel, Word, and variety of project management (i.e., smartsheets) and communication platforms (i.e., Teams, portal development, newsletters).

Preferred Skills:

• Targeted Oncology product experience preferred.
• Experience supporting oncology product launches, particularly in small or growing biotech environments.

• Prior experience working in a fast-paced, matrixed biotech or pharmaceutical environment.

• Proficiency in Marketing technology; Veeva platform experience preferred.