Congress Management Project Coordinator- remote


Penfield Search Partners

Our client is seeking a contractor to serve as the Congress Management and Projects Coordinator. For each scientific congress the organization chooses to participate in, this individual will support the Medical Affairs (MA) Scientific Lead along with the MA congress team. He / She will coordinate activities needed to develop and establish the Medical Affairs congress plan and calendar. He / She will be responsible for updating and monitoring the status of activities outlined in the MA congress plan. This individual must assist the Scientific Lead in aligning and coordinating with the overall Congress Team and Medical Affairs 3rd Party Vendors involved in Medical Affairs related activities for each congress. This individual will also be expected to travel / be present during Face-To-Face congresses to monitor and help ensure that MA congress activities issues are managed. Additionally, ad hoc projects may be in scope and assigned as opportunities arise.

The successful candidate to:

  • Work with the Scientific Lead to support the development, management and execution of the MA Congress Plan
  • Coordinate with cross-functional internal stakeholders (eg, Commercial, R&D) to enable alignment and share MA congress plan updates/activities/progress and calendar
  • Assists the Scientific Lead to drive, manage and report on all MA Congress activities
  • Set-up and maintain regular MA Congress Team meetings with MA stakeholders/leads (setting up agenda items, organizing meeting materials and pre-reads, confirming meeting attendees, etc.)
  • Maintains action items and issues list related with the prep activities
  • Provides transparency of MA plans and assists with enabling alignment with internal Corporate Congress Team (Commercial, R&D, MA, etc)
  • Prepares and maintains congress planning slide presentations for use at leadership meetings
  • If needed, assist with 3rd party vendors involved in establishing and managing the MA congress activities
  • Be available, virtually or physically, during congress activities to troubleshoot issues that arise and monitor how the plan is progressing
  • Support Scientific Lead for cross-functional pre- and post-congress presentations and congress close-out activities
  • Maintain the spirit of “ONE Team” across all functions by supporting a team approach to focus on our patients and customers as our top priorities


  • 2+ years of experience in a pharmaceutical or biotech industry organization (preferably in Medical Affairs)
  • Experience with congress activities and logistics management or creation and management of project plans highly desirable
  • Experience interacting with and scheduling events involving external medical thought leaders and/or senior executive leadership preferred
  • Scientific, Nursing, Pharmacy or related health profession qualification or background a plus but not required; Professionals with solid Medical Affairs operations experience is an advantage
  • Demonstrated experience in managing congress meeting plans while working with various stakeholders remotely and in-person
  • Knowledge of and experience with pharmaceutical industry regulations for external engagements a plus
  • Good skills in English, both oral and written
  • Must have comprehensive proficiency with SharePoint and Microsoft Office Suite (including Word, Excel and PowerPoint), knowledge of MS Teams and Webex highly desirable
  • Ability to travel nationally and internationally when needed to scientific congress meetings.


  • Demonstrated ability to organize, lead, and execute on a variety of assignments and action plans
  • Proven ability to work with teams remotely
  • Exceptional ability to partner across functions
  • Solid experience in developing, managing and tracking congress meeting plans
  • Ability to manage their own work, with ability to prioritize, plan and organize work assignments while working under strict timelines.
  • Excellent verbal and written communication skills, detail-oriented personality, and strong ability to partner across functions.
  • Solid interpersonal skills, communication skills and ability to effectively manage conflicts and negotiations while providing impact and influence
  • Must be self-motivated, highly organized, detail-oriented, and able to multi-task while delivering high quality work
  • Confident, outgoing and credible individual to represent Medical Affairs both internally and externally
  • Consistent demonstration and embodiment of company core values: Collaboration, Excellence, Innovation, Integrity, Passion, Patient/Stakeholder Centricity
  • Ability to have fun and thrive in a growing, diverse, and inclusive work environment

Tagged as: Congress Management Project Coordinator- remote