Meetings Management, Congress & HCP Operations Lead

Planet Pharma

The Operations Lead supports Congress & Meeting Management operations, including congresses, HCP meetings, internal HP employee meetings, meeting intake, event timelines, registration and attendee data, meeting materials, budget tracking, procurement/payment support, vendor coordination, meeting-card administration, and closeout documentation. This role manages related systems, reporting, dashboards, and process improvements to support compliant, efficient meeting execution, with secondary support for Speaker Bureau, HCP engagement, and contracting activities that intersect with meeting operations.

Key Responsibilities

• Core 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:

• Relevant 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 Cvent, SpotMe, CAR Form, BICC, Power Apps, Power BI, Invoice Track, We Buy, Lectrona, Scope Manager, Veeva Vault, meeting-card processes, contracting workflows, or related meeting/engagement tools preferred.

• Background in pharmaceuticals, healthcare, life sciences, events, congress management, meeting operations, or another regulated industry.

• Experience with process improvement, dashboards, automation, meeting documentation, vendor reconciliation, records retention, transparency-related data, and related HCP engagement or contracting workflows.

Success Measures

• Accurate, timely meeting intake, calendar, assignment, registration, budget, payment, vendor, materials, reconciliation, and closeout tracking.

• Reliable dashboards, reporting, documentation, audit readiness, issue tracking, leadership visibility, improved service levels, and positive stakeholder/vendor feedback.

• Continuous improvement opportunities identified and implemented, resulting in streamlined processes, increased efficiency, and consistent adoption of standard ways of working

Education:

• Education/experience equivalent: bachelor’s degree with approximately three or more years; or master’s degree with approximately two or more years.

Max PR: 58/hr *depending on experience

Equal Opportunity Employer

We are proud to be an equal opportunity employer. We welcome and encourage applications from all qualified candidates regardless of race, sex, gender identity or expression, disability, age, religion or belief, sexual orientation, or any other characteristic protected by applicable laws and regulations. It is our policy not to discriminate against any applicant or employee, and we are committed to fostering a diverse, inclusive, and respectful work environment across all locations in which we operate. We believe that diversity, equity, and inclusion are fundamental to our mission and enhance our ability to serve clients globally. If you have a disability or require any reasonable accommodations during the application or interview process, please inform your recruiter or contact us(opens in new tab) directly so that we can explore the appropriate arrangements.

Fraud Alert

Candidate safety is a top priority at Planet Pharma. The industry has seen an increase in people falsely representing themselves as recruiters to gather personal information from job seekers. For your safety, do not provide sensitive data to anyone you have not spoken with thoroughly, never provide banking information during the application process and always double check the email address of the Recruiter to ensure it’s from an official Planet Pharma domain (@planet-pharma.com, @planet-pharma.co.uk, and @ppgadvisorypartners.com) and not a domain with an alternative extension like .net, .org or .jobs.

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