Strategic Meetings Operations Lead for Congress & HCP

The Fountain Group; Ridgefield (CT); Hybrid; USD 80,000 - 87,000; Full time

Job summary

The Fountain Group is seeking an Operations Lead to support Congress and Meeting Management operations in a hybrid role based in Ridgefield, CT. You will manage meeting workflows, budgets, procurement, and vendor coordination, while building dashboards and ensuring compliant, efficient meeting execution.

The position emphasizes process improvement and cross-functional collaboration across stakeholders and vendors.

Qualifications

• Experience in meeting operations, congress management, event operations, project management, procurement, vendor coordination, budget tracking, reporting, or compliance-driven operational support.
• Experience supporting high-volume, deadline-driven meetings or congresses across stakeholders, vendors, systems, budgets, timelines, and workstreams in a regulated environment.
• Strong organization, attention to detail, financial tracking, customer service, communication, prioritization, problem-solving, and stakeholder coordination skills.
• Experience with meeting tools (Cvent, SpotMe) and contracting workflows is a plus.

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, HCP meetings, internal meetings, and meeting-related vendors.
• Provide limited support for Speaker Bureau, HCP engagement, advisory board, and contracting workflows when tied to meeting setup, documentation, approvals, attendee needs, vendor activity, or 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, service trends, and compliance risks; support remediation, standardization, automation, and continuous improvement.
• Coordinate with CMM, meeting leads, internal stakeholders, vendors, meeting partners, technology teams, print procurement, security, finance, procurement, compliance, and administrators.
• Drive process improvements and operational procedures in partnership with CMM and HCP teams to enhance ways of working, strengthen vendor accountability, and support consistent execution.
• Coordinate vendor and stakeholder deliverables, timelines, and dependencies to ensure execution remains on track and accountability is maintained.
• Learns and understands the current state of the industry, including knowledge of tools, techniques, strategies, and processes that can be utilized to improve process efficiency and performance.

Skills

Meeting operations

Budget tracking

Vendor coordination

Stakeholder management

Project management

Regulatory/compliance

Education

Bachelor's degree + 3+ years

Tools

Cvent

SpotMe

CAR Form

BICC

Power Apps

Power BI

Invoice Track

We Buy

Lectrona

Scope Manager

Veeva Vault

Job description

The Fountain Group is seeking an Operations Lead to support Congress and Meeting Management operations in a hybrid role based in Ridgefield, CT. You will manage meeting workflows, budgets, procurement, and vendor coordination, while building dashboards and ensuring compliant, efficient meeting execution.

The position emphasizes process improvement and cross-functional collaboration across stakeholders and vendors.