Senior Manager, Congress Operations & Planning

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The Senior Manager, Congress Operations & Planning plays a critical role in ensuring the success of large-scale congresses by providing expert oversight in all aspects of pre-planning, execution, and post-event management. This position hinges on successful6 collaboration with cross-functional teams across Therapeutic Areas (TAs) to ensure that all logistical elements are flawlessly executed, strictly adhering to timelines, compliance, budgets, and strategic objectives. The individual in this role acts as a central point of coordination, bridging the gap between internal stakeholders, external agencies, association partners, and additional vendors to deliver a seamless and engaging experience for all attendees, with the ultimate goal of maximum patient and prescriber impact. With a strong focus on operational excellence, financial accountability, and continuous performance improvement, the Senior Manager is instrumental in driving alignment, awareness, and elevating the overall level of congress success. This role requires exceptional organizational skills, attention to detail, strong communication, and the ability to manage multiple complex projects simultaneously, making it ideal for a results-driven professional with a passion for high-level event management.

Role and responsibilities

• Lead the planning & execution of logistical congress activity, partnering with the functions across the TAs to execute on time, on plan, and on budget.

• Oversee logistics agency for all congress planning, housing, registration, ancillary meetings including TLEs, planning communications, financial reconciliation and on-site logistic coordination, including manage attendees list.

• Monitor registrations, send reminders, run reports, and work with the logistic agency to make all necessary arrangements for the attendees.

• Work on multiple congresses simultaneously, requiring high multi-tasking skills.

• Coordinate onsite job responsibilities with the onsite logistics team when required and appropriate.

• Responsible for budget management, partnering closely with Finance to improve transparency and accountability across all stakeholders

• Review and approve all vendor budget estimates, contracts and SOWs

• PO generation, invoice approval with reconciliation

• Create individualized KPI metrics and reports per congress

• Create & manage an activity plan with the team and provide overall real-time progress tracking and flag areas for deep dives

• Provide input into and be held accountable for BMS Congress standards

• Familiar with compliance and legal WW, and local departments to ensure each event is delivered in full accordance with laws and regulations.

• Support as needed the CE Lead with sponsorship selection and approval through grants/giving process for key congresses

• Work on special projects and support the Director CE Congress Innovation, Operations and capabilities as required

• Update Exhibit Force tool for assigned congresses.

• Model BMS behaviors and reinforces such behaviors at all levels in the organization.

• Responsible for general administrative duties as required.

• Maintain a strong relationship with outside vendors to ensure high-quality service and timeliness.

• Travel to assigned congresses. 

Qualification & Experience

• 5 years meeting planning experience with at least 3 years in Pharma business.

• Pharmaceutical Congress experience preferred.

• Ability to work efficiently and timely to meet deadlines

• Abil