Strategic Meetings & Congress Operations Lead

Aequor; Ridgefield (CT); Hybrid; USD 95,000 - 135,000; Full time

Job summary

Aequor is seeking a Meetings & Congress Operations Lead- HCP Operations in Ridgefield, CT hybrid role blending on-site and remote work. The position supports congresses, HCP meetings, internal client meetings, and contracting activities that intersect with meeting operations.

You will manage workflows, vendor coordination, budgets, and dashboards, driving process improvements and ensuring compliant, efficient execution.

Qualifications

• Bachelor’s degree with ~3+ years in meeting operations or congress management.
• Experience in pharma/healthcare or regulated industries preferred.
• Strong organization, attention to detail, and stakeholder coordination.
• Proficient in dashboards and data visualization tools (Power BI).

Responsibilities

• Manage meeting workflows, timelines, and request intake with process controls.
• Support setup, registration, materials, vendor docs, and closeout.
• Track budgets, POs, invoices, payments, forecasts, and accruals.
• Provide support for Speaker Bureau and HCP engagement when related to meetings.
• Create dashboards and leadership summaries from meeting data.
• Identify gaps, data issues, and compliance risks; drive improvements.
• Coordinate with cross-functional teams including vendors, finance, and compliance.
• Drive standardization and automation of meeting operations.

Skills

Meeting operations

Congress management

Event operations

Project management

Procurement & vendor coordination

Budget tracking & reporting

Compliance

Power BI

Power Apps

Cvent

SpotMe

CAR Form

BICC

Veeva Vault

Lectrona

Scope Manager

Meeting-card processes

Education

Bachelor’s degree

Master’s degree

Tools

Cvent

SpotMe

CAR Form

BICC

Power Apps

Power BI

Veeva Vault

Lectrona

Scope Manager

Job description

Aequor is seeking a Meetings & Congress Operations Lead- HCP Operations in Ridgefield, CT hybrid role blending on-site and remote work. The position supports congresses, HCP meetings, internal client meetings, and contracting activities that intersect with meeting operations.

You will manage workflows, vendor coordination, budgets, and dashboards, driving process improvements and ensuring compliant, efficient execution.