Strategic Meetings & Congress Operations Lead (HCP)

Sigma Systems, Inc.; Ridgefield (CT); Hybrid; USD 80,000 - 115,000; Full time

Job summary

Sigma Systems, Inc. in Ridgefield, CT seeks a Meetings Management, Congress & HCP Operations Lead to oversee meeting operations, including congresses, HCP meetings, and internal events.

You will manage intake, timelines, registration, materials, budgets, and vendor coordination to ensure compliant, efficient execution. Responsibilities include dashboarding, reporting, and process improvements, with occasional support for Speaker Bureau, HCP engagement, and contracting workflows in related

Qualifications

• Bachelor's degree or higher, with 3+ years of experience or a master's with 2+ years in meeting operations or related fields.
• Experience in meeting operations, congress management, event operations, procurement, budgeting or compliance-driven support.
• Experience supporting high-volume, deadline-driven meetings across stakeholders, vendors and timelines in regulated environments.
• Strong organizational and financial-tracking skills, and excellent communication with stakeholders.
• Experience with tools like Cvent, SpotMe, Power BI, Veeva Vault, and related meeting or engagement software.
• Background in pharmaceuticals, healthcare, life sciences, events, or other regulated industries is preferred.
• Experience with process improvement, dashboards, automation, documentation, and vendor reconciliation.

Responsibilities

• Manage meeting workflows, calendars, request intake, timelines, assignments, access needs and documentation.
• Support meeting setup, registration, attendee records, materials, print needs, communications and approvals.
• Track budgets, invoices, payments, accruals, and vendor documentation for meetings and congresses.
• Provide limited support for Speaker Bureau, HCP engagement, and contracting workflows when tied to meetings.
• Create dashboards and leadership summaries from meeting and budget data.
• Identify gaps, data issues, and compliance risks; support remediation and standardization.
• Coordinate with stakeholders, vendors, technology teams, and procurement to ensure on-time delivery.
• Drive continuous improvements and adherence to standard operating procedures.
• Monitor vendor and stakeholder deliverables, timelines, and accountability.
• Stay informed on industry tools and best practices to improve efficiency.

Skills

Strong organization

Financial tracking

Stakeholder coordination

Communication

Problem solving

Education

Bachelor's degree

Master's degree preferred

Tools

Cvent

SpotMe

Power BI

Veeva Vault

Power Apps

Invoice Track

Lectrona

Scope Manager

CAR Form

BICC

Job description

Sigma Systems, Inc. in Ridgefield, CT seeks a Meetings Management, Congress & HCP Operations Lead to oversee meeting operations, including congresses, HCP meetings, and internal events.

You will manage intake, timelines, registration, materials, budgets, and vendor coordination to ensure compliant, efficient execution. Responsibilities include dashboarding, reporting, and process improvements, with occasional support for Speaker Bureau, HCP engagement, and contracting workflows in related