New Opportunity! Woven Health Collective is a healthcare marketing, strategy, and science communications company, dedicated to revolutionizing healthcare through innovative solutions and collaborative partnerships. Our unwavering commitment to empathy and collaboration ensures that both our team and clients experience a rewarding journey, where innovation not only advances healthcare but also enriches lives.

At Woven Health Collective, you will be empowered to bring your authentic self to work and unlock your full potential. Come join our growing team!

Job Summary

Client, Account & Strategic Partnership

• Serve as the senior, primary client contact for assigned congresses and meeting portfolios, building strong, trusted relationships with global and regional client stakeholders.
• Act as a strategic partner to Accounts, co-owning account plans and proactively identifying congress, meeting, and engagement opportunities that support brand, medical, and commercial objectives.
• Lead discovery and planning conversations to define program goals, success metrics, budgets, and compliance parameters, bringing forward strategic options, risk assessments, and recommendations.
• Demonstrate a proactive, anticipatory approach to client service, consistently identifying upstream impacts, dependencies, risks, and opportunities across markets and teams.
• Provide strategic guidance on congress presence (e.g., symposia, booths, ancillary meetings, advisory boards), attendee acquisition programs, and HCP engagement strategies aligned with industry best practices and global compliance requirements.
• Lead planning calls, status meetings, and post-event debriefs, synthesizing insights, capturing learnings, and translating them into clear next steps and forward-looking recommendations.
• Deliver regular executive-ready updates on timelines, budgets, registration status, risk/issue logs, and program milestones, highlighting implications and proposed solutions in advance.

Program & Logistics Management (Global Congress Focus)

• Own end-to-end planning and delivery of multiple concurrent international congress programs and related meetings (e.g., symposia, investigator meetings, advisory boards, educational programs).
• Oversee all logistics including international venue sourcing, contract negotiation, audiovisual and production, food and beverage, transportation, interpretation services, and materials production.
• Navigate complex international constraints (time zones, cultural norms, country-specific regulations, tax/VAT implications) to design operationally sound and compliant programs.
• Prepare detailed, audit-ready program specifications and ensure flawless execution with venues and vendors, maintaining strict quality, consistency, and compliance standards.
• Review and approve banquet event orders (BEOs), event diagrams, production schedules, and run-of-show documents; lead or oversee on-site execution at major international congresses.
• Coordinate global shipping, customs, tracking, and reconciliation of meeting materials, booth assets, and product-related items.
• Anticipate and resolve logistical challenges proactively, escalating as needed and implementing contingency plans without disruption to client or attendee experience.

Congress Operations, Registration & Attendee Programs

• Oversee registration and housing platforms (e.g., CVENT and similar tools) and maintain data integrity across complex attendee segments and global markets.
• Manage reports, manifests, and RSVP tracking that support decision-making on capacity, room blocks, attendee mix, and engagement strategies.
• Oversee hotel room blocks and related policies (attrition, cut-off dates, special requests), ensuring alignment with budgets, compliance, and attendee needs.
• Partner with client teams and field representatives to ensure attendee acquisition programs and rep-driven initiatives are aligned with compliant venue use, capacity, and program design.
• Coordinate attendee communications and touchpoints, ensuring a high-quality, consistent participant experience from invitation through post-event follow-up.
• Collaborate with internal teams on websites, mobile apps, travel coordination, and personalized materials across international audiences.
• Support onsite and pre-/post-event engagement activities, including surveys, metrics design, and reporting that connect congress activities to broader brand and scientific objectives.

Compliance & Regulatory Management

• Ensure all programs adhere to pharmaceutical and healthcare compliance standards and transparency requirements across geographies (e.g., CMS Open Payments, GDPR, EFPIA, country-specific codes, and client-specific guidelines).
• Maintain accurate, audit-ready documentation including sign-in sheets, transfers of value, evaluations, and compliance reconciliations for all supported congresses and meetings.
• Monitor and manage all program elements within compliance and transparency requirements, including venue selection, HCP benefits, fare class, meals, and sponsorships.
• Partner with compliance teams and Account leads to interpret and operationalize client-specific policies and SOPs for global congress programs.
• When issues or exceptions arise, ensure clear documentation of decision-making, approvals, and remedial actions, and be prepared to review this documentation with internal and client leadership.

Budget & Financial Management

• Develop, manage, and own program budgets for complex, multi-market congress programs, ensuring accuracy, efficiency, and cost control.
• Track expenses, accruals, and forecasts across multiple programs and countries, providing timely, transparent financial updates.
• Oversee contracts, SOWs, invoices, honoraria, reimbursements, and payments, in partnership with Finance and Accounts.
• Reconcile all program expenses and deliver detailed post-event financial reporting and insights that inform future planning and budgeting.
• Identify opportunities for cost optimization and value creation while maintaining or elevating program quality and client satisfaction.

Cross-Functional Collaboration & Leadership

• Partner closely with internal teams including Accounts, Medical Strategy, Creative, Production/AV, Technology, Data/Analytics, and Travel partners to ensure seamless program execution.
• Communicate program requirements, dependencies, and decisions clearly across all stakeholders, aligning timelines, responsibilities, and expectations.
• Lead internal cross-functional workstreams for key congresses, ensuring alignment to client strategy, brand plans, and compliance considerations.
• Act as a trusted advisor and resource to internal teams, reinforcing best practices in congress planning, compliance, and client communication.
• Mentor and develop junior planners and coordinators, modeling strong judgment, rigor, and professional poise in a high-pressure environment.
• Champion continuous improvement by identifying process gaps, recommending enhancements, and leading implementation of new tools and approaches.

Core Competencies

• Ability to thrive in a high-volume, international, fast-paced environment with shifting priorities and complex stakeholder landscapes.
• Exceptional organizational skills and attention to detail under pressure, with a strong sense of ownership for outcomes.
• Strong time management and ability to manage multiple large-scale workstreams and timelines simultaneously.
• Proactive problem-solving mindset, with the ability to anticipate upstream impacts and design pragmatic solutions.
• Excellent written and verbal communication skills, including confident facilitation of client calls and internal meetings.
• High level of accountability, responsiveness, and follow-through; comfortable being the “go-to” person for critical programs.
• Collaborative team player with strong interpersonal skills and the ability to influence without formal authority.
• Ability to remain calm, solution-oriented, and professional in time-sensitive, high-visibility situations.

Minimum Qualifications

• Bachelor's degree in business, Hospitality, Event Management, Communications, or related field preferred.
• 10+ years of experience in meeting planning, congress management, or event coordination, with significant international pharma congress experience.
• Deep experience in pharmaceutical, healthcare, or medical communications required; agency or consultancy experience strongly preferred.
• Proven ability to lead multiple complex programs simultaneously in a client-service environment, including ownership of client-facing communication.
• Strong working knowledge of global healthcare compliance and regulatory requirements impacting HCP engagement and congress participation.
• Proficiency in CVENT and/or comparable registration/housing tools, Microsoft Office Suite, and related event technologies; experience with data and reporting tools as a plus.
• Demonstrated experience in budgeting, financial reconciliation, contract management, and vendor negotiation for international programs.

Working Conditions & Requirements

• Ability to work extended hours and occasional weekends based on program and congress schedules.
• Moderate to extensive international travel required, including on-site support at major congresses and key meetings.
• Ability to lift and transport meeting materials (up to approximately 20 lbs).
• Hybrid work flexibility; periodic in-office presence may be required based on location and client needs.

Disclaimer

Woven Health Collective provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.