Associate Congress Manager - Pharmaceuticals

Position Summary The Associate Congress Manager is responsible for managing healthcare Congress programs for major global clients and other small-format meetings as needed. This role blends strategic oversight, operational execution, and participant-focused expertise into a single operational point of contact for our clients and participants. The ideal candidate will have healthcare meeting experience with strong knowledge of compliance, and the agility to simultaneously manage multiple smaller-scale meetings through a refined and focused service model.

HPA (High-Payoff Activities) Include The Following Client Management Program Planning Participant Experience Serve as main operational client contact; anticipate needs, build trust, and deliver exceptional experiences while professionally representing Creative Group’s core values.

Owns the overall program operations which includes logistics planning, supplier management, financial management, compliance, and overall execution.

Lead program communications and registration process - registration data management, registration specific financials, and reporting.

Client Essential Functions:

• Lead or support client relationship management for healthcare Congresses and small-format meetings.
• Consult with clients to define goals, objectives, expectations, and budgets.
• Adhere to industry and regulatory guidelines implementing best practices, and creative solutions.
• Facilitate planning calls and debrief meetings.

Program Operations

• Manage all meeting logistics including audiovisual, food & beverage, ground transportation, and materials production.
• Ensure compliance with pharma regulations (CMS Open Payments, GDPR, client protocols).
• Coordinate with internal departments (Creative, Technology, Travel, Field Operations) for seamless delivery.
• Creates and communicates all program specifications and program details and approves event orders to ensure smooth transition to on-site team.
• Is accountable for successful event outcomes and client satisfaction.

Registration Operations

• Manages registration database to maintain data integrity.
• Produces and maintains reports and manifests as needed, with an understanding of how this data affects the program integrity.
• Works in partnership with internal departments to manage program deliverables pertaining to website build and airline ticketing.
• Provides and prints personalized print and digital materials based on registration data.
• Interacts directly with attendees on program related inquires contributing to the overall positive attendee experience.
• Acts as main contact for hotel block and manages all aspects of hotel room block including attrition submission, deadlines, special requests, etc.
• Ensures quality, synchronicity, and on-time delivery of all program deliverables
• Manage all aspects of convention badge registration, including coordination with associations to confirm complimentary badge allotments, defining badge types, overseeing badge ordering, reconciling badge allotments, and confirming badge pickup locations and schedules
• Partner with one or multiple housing bureaus and/or housing providers to manage attendee housing reservations, ensuring accuracy, availability, and a seamless booking experience
• Oversee and manage RSVP process for key events and receptions, including tracking attendance, maintaining guest lists, and ensuring alignment with event capacity
• Compile, validate, and deliver final attendance data key events and receptions for reporting purposes, including HCP reporting, ensuring accuracy and completeness of all registration metrics

Budget And Financial Management

• Process contracts, invoices, expenses, honoraria/reimbursement, and check requests.
• Track and reconcile all expenses, ensuring expenses are within budget and within regulatory guidelines.
• Manages client budget with a focus for client cost savings while maximizing revenue opportunities.
• Provide client with accurate budget estimates and ensure post-event billing reflects these estimates.
• Provides timely financial reconciliation and supporting documents for applicable projects.

Leadership

• Act as a trusted advisor to clients and internal teams.
• Mentor team members and share best practices.
• Gathers, shares, and applies learnings for continuous process
• Can adapt and work successfully with any client, partner, and program.

Minimum Requirements/Qualifications Performs other duties as assigned.

• Bachelor’s Degree in Business, Hospitality, Event Planning, or a combination of education and work experience in event planning required.
• Minimum 3-4 years in event/program/project management, preferably in pharma/healthcare meetings and events.
• Experience managing smaller-scale meetings in addition to larger or specialized programs.
• Proficiency in Microsoft Office Suite, Teams, SharePoint, OneDrive, Zoom.
• Proficiency in Cvent.
• CMP, HMCC, or PMP certification is a plus.
• Ability to travel to other countries and meet entry requirements

Non-negotiable Hiring Criteria

• Must be able to behave in a manner that reflects our organization’s vision and values.
• Must possess excellent interpersonal skills to be able to provide superior customer service and client consultation from the spirit to serve others; be able to work cross-functionally and develop strong and positive internal and external relationships and be a strong team player.
• Must possess excellent organizational and project management skills, ability to prioritize, detail orientation, and the ability to manage multiple customers and projects simultaneously with strict timelines/deadlines.
• Must possess strong verbal and written communication skills.
• Must possess proven leadership skills to lead a team and mentor other
• Must be able to actively listen, have the capability to instill confidence in clients and colleagues and present information
• Must possess self-awareness to understand their own strengths and weakness and how their behavior impacts others.
• Must be professional in behavior with clients, suppliers, and team
• Must be a creative thinker with the ability to gather and analyze information and skillfully conceptualize solutions that go beyond the obvious paths.
• Must model a positive, solution-based approach and be flexible and open to change to adopt to different client styles.
• Must be able to work autonomously, while thriving in a team

Working Conditions

• Ability and willingness to work extended workdays and possible weekends
• Accessible during acceptable working hours identified per project/program
• Frequent use of a computer and other office equipment
• Ability to lift 20
• Frequent sitting, standing, and walking
• Ability to adhere to hybrid office policy

Company Summary Creative Group is a global event experience agency that combines strategy, data, insights and creativity to design and deliver immersive events and campaigns that inspire, reward, and connect people and brands.

Typical Services Include

• Experience Strategy: aligning event goals with brand and audience needs.
• Creative & Design: storytelling, content, visual, environmental, and digital design.
• Production & Logistics: end-to-end execution of live, virtual and hybrid events.
• Audience Engagement: personalization, interactivity, and community-building.
• Data & Insights: personalization, measuring outcomes, optimizing experiences, and proving impact/ROI.

Our Vision : Reimagining how the world connects

Our Mission: Uniting people and brands with creative heart.

Our Values

• Be the Spark [Innovation]

I take the initiative to find solutions and approach every challenge with curiosity, creativity, courage and a passion for excellence.

• Own Your Impact [Integrity & Accountability]

I am accountable. I choose the hard right instead of the easy wrong and challenge myself to be better every day.

• Lift as You Climb [Collaboration & Kindness]

I actively contribute to an environment where everyone feels equal, supported, and empowered to thrive.

• Deliver with Purpose [Customer-Centricity & Sustainability]

I commit to our customers' success, anticipating their needs and delivering solutions that empower them to thrive—while making choices that sustain our people, communities, and the planet. Together we’re BOLD – building a culture of innovation, excellence, and shared success.

The above statements are intended to describe the general nature and level of the work being performed by individuals assigned to this job. This is not an exhaustive list of all the duties and responsibilities associated with the role. As with all positions, the responsibilities and duties of this position may change. The Company, in its discretion, may alter this job description at any time with or without notice.

Creative Group is an Equal Opportunity Employer committed to a diverse workforce and provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, gender identity, national origin, age, sexual orientation, marital or civil partnership status, pregnancy, disability, Veteran, or genetics. In addition to federal law requirements, Creative Group complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities.