Operations Associate / Manager – Global Congress & Meetings (3-12 Month Contract)

Job Summary We are seeking an energetic and detail-oriented Operations Associate / Manager to lead operational and technology support for a team of Meeting and Congress professionals, ensuring seamless use of event technology platforms — including Cvent, Onomi (SpotMe), Client’s internal systems (Reporting, CRM, SharePoint, websites, etc) — along with related templates and standardized processes. This role bridges operations, compliance, and technology to enable the team to plan and execute global events including congresses, and meetings in accordance with pharmaceutical industry regulations (e.g., PhRMA Code, Sunshine Act, OIG guidance). Duties Technology Platform Support Serve as the primary point of contact for the meetings/congress team on core platforms, including: Cvent – meeting/event registration, budgeting, and logistics management, website development, troubleshooting Onomi (Spotme) – HCP engagement metrics, and virtual, hybrid, and in-person event app experiences, mobile app development Client's internal System – congress attendance tracking and approval system Internal SharePoint sites – document repositories, team collaboration spaces, and template libraries Troubleshoot platform issues, manage user access/permissions, and configure system settings across these tools. Partner with IT and vendor support teams to resolve technical issues, coordinate system upgrades, and manage integrations (registration data, CRM, budgeting tools). Maintain and organize SharePoint sites and internal websites, ensuring templates, SOPs, and team resources are current, well-structured, and easy to locate. Train new and existing team members on platform functionality across all systems, ensuring consistent adoption of best practices. Template & Process Standardization Develop, maintain, and continuously improve standardized templates for meeting requests, budgets, contracts, and post-meeting reporting. Ensure templates align with current compliance, legal, and regulatory requirements, updating them as policies evolve. Create and maintain SOPs (Standard Operating Procedures) and job aids to support consistent execution across the team. Operational Oversight Monitor data quality and accuracy within platforms (attendee lists, spend data, contracts) to ensure technical systems are working as expected and support audit readiness. Identify process gaps or inefficiencies and lead initiatives to streamline workflows. Team Support & Collaboration Provide day-to-day guidance and support to meeting planners and congress managers on system use and administrative processes. Act as liaison between the meetings team and internal stakeholders (Compliance, Legal, Finance, IT, Procurement) on technology and process matters. Support onboarding of new team members, including platform and template training. Reporting & Analytics Generate operational reports and dashboards (spend tracking, meeting volume, compliance metrics) for leadership review. Required Qualifications Bachelor's degree in Business Administration, Hospitality, Life Sciences, or related field (or equivalent experience). Comfort administering and organizing content on SharePoint (site structure, permissions, document libraries). Proficiency in Excel, PowerPoint, and template/document management. Excellent troubleshooting, training, and communication skills. Preferred Qualifications Hands-on experience with meeting management and HCP engagement platforms; direct experience with Cvent, Onomi (SpotMe), or CRM systems strongly preferred. Familiarity with congress/conference logistics Project management certification (PMP, CMP) a plus. Experience with data visualization or reporting tools (Power BI, Tableau). Key Competencies Detail-oriented with strong process discipline Technology-savvy and adaptable to new systems Strong stakeholder management and cross-functional collaboration across countries and cultures Problem-solving and continuous improvement m…

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