Strategic Meetings & Congress Operations Lead

Us Tech Solutions; Ridgefield (CT); On-site; USD 70,000 - 110,000; Full time

Job summary

US Tech Solutions is seeking an Operations Lead to support Congress and Meeting Management operations, including congresses, HCP meetings, and internal client meetings. You will manage workflows, timelines, registrations, budgets, vendor coordination, and documentation to ensure compliant, efficient execution.

The role emphasizes process improvement, dashboards, and close collaboration with CMM, vendors, and stakeholders to optimize ways of working and accountability.

Qualifications

• Experience in meeting operations or congress management within regulated environments.
• Proven ability to manage high-volume, deadline-driven meetings and vendors across systems, budgets and timelines.
• Strong organization, attention to detail, financial tracking, communication and stakeholder coordination skills.
• Experience with the listed tools or similar meeting/engagement software is preferred.

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 and related meetings.
• Provide limited support for Speaker Bureau, HCP engagement, advisory board, and contracting workflows when tied to meeting setup and 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, and compliance risks; support remediation, standardization, automation and continuous improvement.

Skills

Meeting operations

Vendor coordination

Budget tracking

Regulatory/compliance

Project management

Data reporting

Tools

Cvent

SpotMe

Power BI

Power Apps

Veeva Vault

We Buy

Lectrona

Scope Manager

Invoice Track

Meeting-card processes

Contracting workflows

Job description

US Tech Solutions is seeking an Operations Lead to support Congress and Meeting Management operations, including congresses, HCP meetings, and internal client meetings. You will manage workflows, timelines, registrations, budgets, vendor coordination, and documentation to ensure compliant, efficient execution.

The role emphasizes process improvement, dashboards, and close collaboration with CMM, vendors, and stakeholders to optimize ways of working and accountability.