Senior Conference & Contract Associate

Planet Pharma; Deerfield (IL); Hybrid; USD 52,000 - 55,000; Part time

Job summary

Planet Pharma seeks a Senior Conference & Contract Associate in Deerfield, IL on a 12- to 15-month contract with hybrid in-office (T/W/Th) and remote work (M/F). The role supports end-to-end conference operations, including registration, vendor coordination, and contract management, with up to 25% travel.

Ideal candidate has 4+ years of meetings experience and a Bachelor’s degree. Responsibilities cover pre-event planning, attendee management, sponsor activations, data integrity, and cross-team

Qualifications

• Accredited Bachelor's degree and 4+ years in convention/congress planning or corporate meetings.
• Strong proficiency with Microsoft Office (PowerPoint, Word, Excel).
• Demonstrated ability to work collaboratively and independently in a fast-paced environment.
• Excellent project management, organization, and attention to detail.
• Flexible, adaptable, and able to manage multiple priorities.

Responsibilities

• Support end-to-end execution of corporate meetings, advocacy conferences, and tradeshows, including pre-event planning and onsite management.
• Monitor conference registration platforms; serve as primary attendee inquiries point and register attendees as needed.
• Coordinate sponsor benefits, materials, and activations for conferences and assist with onsite/digital deliverables.
• Maintain accurate conference and attendee data across systems; pull and analyze reports.
• Collaborate with internal teams to develop event communications and invitations.
• Manage event vendors; coordinate timelines, deliverables, and budgets.
• Assist in managing event production schedules and on-site execution.
• Serve as primary contract liaison across Corporate Affairs and Commercial Operations; ensure policy compliance.
• Coordinate with external stakeholders to manage agreements, Sunshine Act compliance, and regulatory requirements.
• Utilize contract management systems (Ariba, MedCompli) to track and store agreements.

Skills

Project management

Organizational skills

Team collaboration

Communication skills

Multi-tasking

Attention to detail

Flexibility

Microsoft Office

Self-starter

Problem solving

Education

Accredited Bachelor’s Degree

Tools

Ariba

MedCompli

Job description

632052 Senior Conference & Contract Associate

12-15 month contract- expected through Dec 2027

Deerfield IL (hybrid) In office T/W/TH, remote M/F

From HR:

I am reaching out with a request for a contractor supporting our Meetings/Events team. They have a longer term need for coordinator level support. This assignment will last approximately 12-15 months.

We would ideally like a candidate in the Deerfield area who would be available to come onsite in our office on a hybrid schedule.

Senior Conference & Contract Associate

This role contributes to end-to-end event operations, including registration management, member engagement, vendor coordination, and onsite execution, while ensuring data integrity and a high-quality attendee experience. Must be able to travel 25% of the time for onsite meetings and conference.

Conference & Event Logistics Responsibilities

• Support end-to-end execution of corporate meetings, advocacy conferences, and tradeshows, including pre-event planning and onsite management
• Monitor and manage conference registration platforms, serving as a primary point of contact for attendee inquiries, including registering attendees as applicable
• Assist with logistics for sponsor benefits at conferences—including print and digital collateral, marketing materials, and activations—and support the conference team in executing onsite and digital sponsorship deliverables
• Maintain accurate conference and attendee data across systems
• Pull and analyze reports (registration, committee/forum participation, attendee lists)
• Partner with Patient Advocacy and other content teams to develop and deploy event communications and invitations
• Support management of event vendors, including coordination of timelines and deliverables
• Assist in managing event logistics, production schedules, and execution
• Perform other duties as assigned
• Serve as the primary point of contact for submitting and managing contracts across Corporate Affairs and Commercial Operations, ensuring compliance with organizational policies and legal standards.
• Facilitate the approval, execution, and storage of agreements, including HCP agreements, patient agreements, scopes of work, hotel agreements, and master service agreements.
• Act as a liaison between internal teams, such as Advocacy, Product/Portfolio, Corporate Communications, Internal Communications, Commercial Operations, and Meeting Planning, to coordinate contract needs and ensure alignment with organizational objectives.
• Collaborate with external stakeholders, including healthcare professionals (HCPs) and vendors, to manage agreements and ensure compliance with regulatory requirements, such as the Sunshine Act.
• Utilize contract management systems (e.g., Ariba, MedCompli) to track, submit, and monitor agreements, ensuring adherence to regulatory and reporting requirements.
• Ensure contracts are executed and stored in accordance with company policies, maintaining accurate records and facilitating audits as needed

Required

• Accredited Bachelor’s Degree
• 4 years convention/congress planning and corporate meeting experience
• Proficiency with Microsoft Office software (e.g. Power Point, Word, Excel)
• Demonstrated ability to work collaboratively and effectively both independently and in a team
• Strong project management and organizational skills, with excellent attention to detail
• Able to effectively collaborate with internal stakeholders and suppliers via strong written and verbal communication skills
• Solution oriented, embraces change, flexible, and adapts well to changing priorities
• Creative problem-solver with ability to multi-task, manage multiple projects and meet deadlines in a fast-paced environment
• Self-starter with a positive demeanor and high degree of business professionalism
• Willing/Able to lift up to 25 lbs. routinely as part of actual event activity
• Able to work flexible hours and on some weekends/evenings

Preferred

• Project management
• Experience in Pharmaceutical Meetings a plus

Travel

Willingness/Ability to travel by air up to 25% domestically. International travel may be required

***Pay rate is commensurate with experience. Target pay rate is $38-40/hr