Note: The job is a remote job and is open to candidates in USA. Spiro is a leading global experiential agency focused on cultivating powerful brand connections. The Congress Program Manager will be responsible for planning, managing, and executing congress and event programs that align with client business objectives, ensuring exceptional client service and successful program execution.
Responsibilities
- Partner with clients and internal stakeholders to understand business objectives and develop annual congress participation strategies
- Recommend exhibit, sponsorship, meeting, and engagement opportunities aligned with program goals and budget objectives
- Provide strategic guidance on attendee experience, stakeholder engagement, exhibit strategy, and congress participation
- Identify opportunities to optimize program effectiveness, attendee engagement, and overall return on investment
- Anticipate risks, challenges, and opportunities and proactively develop solutions throughout the planning process
- Lead planning and execution of congresses, conventions, exhibits, sponsorships, advisory boards, symposia, hospitality events, and ancillary meetings from kickoff through post-event evaluation
- Develop and maintain comprehensive project plans, timelines, decision trackers, and planning documentation
- Establish and communicate critical milestones, deadlines, and stakeholder responsibilities throughout the planning cycle
- Drive accountability across cross-functional teams to ensure timely decision-making and successful execution
- Manage multiple concurrent congress programs while balancing competing priorities and shifting timelines
- Maintain accurate congress records, planning tools, schedules, and reporting documentation
- Ensure all projects are executed on time, within scope, and within budget
- Develop, manage, and maintain congress budgets and forecasts in partnership with clients and account leadership
- Monitor program expenditures and identify opportunities for cost savings and budget optimization
- Support purchase order and approval processes as required
- Track financial performance and ensure accurate reconciliation and reporting. Collaborate with finance and internal stakeholders to ensure compliance with budget and procurement processes
- Build strong relationships with clients, brand teams, medical affairs, regulatory stakeholders, agencies, vendors, and internal teams
- Serve as a trusted advisor and primary day-to-day contact for assigned congress programs
- Lead planning meetings, status meetings, pre-conference meetings, and stakeholder working sessions
- Effectively navigate competing priorities and drive consensus among multiple stakeholders
- Communicate clearly, professionally, and confidently with stakeholders at all organizational levels, including senior leadership
- Manage stakeholder expectations while maintaining a high level of client satisfaction and partnership
- Manage exhibit planning activities including booth development, sponsorship fulfillment, meeting space coordination, logistics, and attendee engagement programs
- Collaborate with exhibit houses, agencies, production partners, and show management to ensure seamless execution
- Review and manage exhibit designs, layouts, and experiential components to support client objectives
- Negotiate sponsorships, meeting space, and congress participation opportunities in partnership with account leadership
- Ensure all exhibit and sponsorship deliverables are executed accurately and in accordance with event requirements
- Ensure congress activities comply with applicable client, regulatory, and industry guidelines
- Partner with internal compliance and finance teams to maintain program compliance and documentation
- Monitor deadlines, approvals, and required submissions to ensure timely completion
- Escalate issues and risks appropriately while providing recommended solutions
- Serve as the primary onsite lead for assigned congresses and conventions
- Manage vendors, stakeholders, staffing, and onsite operations during event execution
- Anticipate challenges and implement solutions in real time while maintaining professionalism and client confidence
- Oversee exhibit installation and dismantle activities as needed
- Ensure all program elements are delivered according to plan and client expectations
- Collect and analyze event metrics, stakeholder feedback, and program outcomes
- Facilitate post-event debrief meetings and document key learnings
- Develop recommendations for future improvements and program optimization
- Deliver post-event reporting, budget reconciliation, and program summaries within established timelines
- Contribute to process improvements, best practices, and operational efficiencies across the congress team
Skills
- Bachelor's degree in Marketing, Communications, Hospitality, Event Management, Business, or related field; equivalent professional experience will be considered
- Minimum 5 years of congress, convention, tradeshow, exhibit, meeting planning, or related event management experience
- Demonstrated experience managing complex projects with multiple stakeholders and competing priorities
- Strong budget management and financial tracking experience
- Experience leading client-facing meetings and stakeholder discussions
- Proficiency with Microsoft Office Suite and project management tools
- Travel required approximately 20–30%, including onsite support for congresses, conventions, client meetings, and planning sessions
- Pharmaceutical, biotech, medical device, healthcare, or life sciences industry experience preferred
- Experience working within highly regulated environments preferred
- Experience managing exhibits, sponsorships, ancillary meetings, and congress programs preferred
- Agency or third-party meeting management experience preferred
- Experience leading cross-functional teams in a matrixed environment preferred
Benefits
- Remote Environment
- Full Benefits Package
- 401K Vesting Immediately
- Psychological Safety
- Diversity, Inclusivity and Belonging Culture
- Employee Led Resource Groups
- Spiro YOU Professional Development & Learning Programs
- Employee Events
Company Overview
Company H1B Sponsorship