Portfolio Contractor (Project/ Event Coordinator)

Duties: Congress Management & Logistics:

• Own and maintain the master congress spreadsheet covering Marketing-, Sales-, and Market Access sponsored meetings
• Coordinate all logistical details to ensure flawless execution with no disruptions
• Partner with the Brand Lead to submit and track sponsorship applications through internal processes, ensuring timely payment and confirmation of placements
• Oversee the congress vendor on all deliverables and ensure smooth handoffs that meet meeting and submission deadlines

Speaker Bureau & Program Execution:

• Manage all administrative requirements for speaker contracting, onboarding, and training
• Oversee speaker logistics, ensuring all communications are clear, timely, and complete
• Ensure vendor handles speaker travel and accommodations for product theaters and in-practice programs

Material & PRC Management:

• Route smaller deliverables through PRC, including product theater invitations, congress signage, and pre-conference presentation materials
• Ensure appropriate quantities of materials are printed, shipped, and delivered to the correct meeting locations

Cross-Functional Communication:

• Support Sales/Market Access/Marketing communications related to meetings and congresses, including pre-conference logistics (e.g., badges, location, hotel, etc.) and post-conference surveys and debriefs so that we can evaluate investment for next year
• Ensure seamless information flow across teams to support alignment and flawless execution

Core Skills by Category: Project & Event Management:

• Congress/event planning and execution
• Managing complex logistics with multiple stakeholders
• Maintaining master tracking documents (e.g., congress spreadsheets)
• Coordinating timelines, deadlines, and deliverables
• Vendor coordination and oversight
• Ensuring flawless, disruption-free execution

Organizational & Administrative Skills:

• High attention to detail
• Strong time management and ability to prioritize in a fast-paced environment
• Managing speaker contracts, onboarding, and tracking requirements
• Handling scheduling and program logistics
• Managing document routing and approvals (e.g., PRC/medical legal regulatory processes)

Communication & Collaboration:

• Clear, consistent communication with cross-functional teams (Sales, Marketing, Market Access)
• Ability to support pre-conference and post-conference communications
• Coordinating survey distribution and collecting feedback
• Ensuring seamless information flow across departments

Vendor & Stakeholder Management:

• Overseeing congress vendors on deliverables and handoffs
• Ensuring compliance with internal processes (e.g., sponsorship submissions)
• Partnering with external speakers, vendors, and internal brand leads

Compliance & Process Management:

• Understanding of PRC/MLR routing processes for promotional materials
• Ensuring timely payment and approval workflows
• Adhering to internal policies around sponsorships and speaker engagements
• Managing distribution and tracking of printed materials

Technical & Documentation Skills:

• Spreadsheet management (likely Excel or Google Sheets)
• Tracking logistics, budgets, deadlines, and submissions
• Experience with project management or event management systems (implied)
• Preparing and managing congress-related materials and signage

Soft Skills:

• Proactive problem-solving
• Ability to anticipate needs before issues arise
• Strong interpersonal skills when working with speakers and cross-functional partners
• Adaptability and calm under pressure
• High sense of ownership and accountability

Education:

• Bachelors degree in either Business-related fields (e.g., business administration, marketing, management, operations management, event management / hospitality managment) or Communications, and understands Life Sciences / Healthcare Fields
• Optional: Certified Meeting Professional (CMP), Project Management Professional (PMP) or CAPM, Event Planning Certificates