Congress Planner

Your Key Responsibilities:

• Communications management (planning meetings, pre-cons, and briefs): Facilitate US/Global communication to ensure transparency and complete under-standing of congress initiatives, in addition to standard planning meetings, and briefs.
• Cross-functional planning/liaising (internal and external partners): Facilitate cross-functional planning teams, provide strategic guidance/recommendations to ensure congress elements are in alignment with brand(s) and corporate goals; achieve consensus among cross functional team members regarding strategy/content and develop timelines, monitor status, and provide comprehensive communications.
• Housing management: manage housing blocks and registration for Novartis attendees at times partnering with housing coordinators.
• Ancillary meetings management: manage and/or schedule various ancillary meetings, to include Pre-Convention Briefings, Internal Debrief Meetings, ME Engagement Rooms, etc.
• Product Theater/Presentation management:  secure Product Theaters, as requested by internal stakeholders, to include the management of all associated deliverables.
• Promo/ deliverable management: negotiate/secure promotional opportunities, as requested by internal stakeholders, to include the management of all associated deliverables.
• Financial management: create, manage and reconcile Congress related finances to ensure we are accurately accounting for costs, and delivering within budget.
• Association Relations:  main congress point of contact to association for congress related activities.  Communicate timely and effectively with association staying on top of all timelines and release of information.
• Exhibit management: oversee exhibit agency for the execution of the booth design/flow, structure, messaging hierarchy, visual/interactive elements, distribution materials, and on-site exhibit operations.
• Compliance & Policy:  ensure all managed congress activities are compliant and follow Novartis policy
• Onsite management: 30% domestic travel

Role Requirements

·High school diploma or GED required; Bachelor’s degree preferred

·3+ years of relevant Congress and meetings management experience in the Pharmaceutical industry

·Excellent written and verbal interpersonal skills, providing highly effective communications to internal and external stakeholders

·Highly motivated self-starter with ability to perform within a fast-paced, dynamic environment, well organized with great attention to detail

·Demonstrated ability to influence change across diverse teams both as an individual contributor and a collaborative leader; ability to work independently and demonstrate leadership skills on project teams

·Ability to manage complex projects simultaneously; proactively approach operational issues and recommend creative problem-solving solutions

·Deep understanding of the pharma industry, brand strategy, and the regulatory environment

·Budget and project management skills

·Prior experience managing others and 3rd party agencies strongly preferred

·Strong industry network with existing relationships with healthcare and convention associations strongly preferred

·Strong customer service skills and ability to work well under pressure or when experiencing challenges

·Strong working knowledge of Microsoft Office; working knowledge of Cvent preferred

Novartis Compensation and Benefit Summary: The pay range for this position at commencement of employment is expected to be between $88,000.00 and $132,000.00 / year; however, while salary ranges are effective from 1/1/24 through 12/31/24, fluctuations in the job market may necessitate adjustments to pay ranges during this period.  Further, final pay determinations will depend on various factors, including, but not limited to geographical location, experience level, knowledge, skills, and abilities. The total compensation package for this position may also include other elements, including a sign-on bonus, restricted stock units, and discretionary awards in addition to a full range of medical, financial, and/or other benefits (including 401(k) eligibility and various paid time off benefits, such as vacation, sick time, and parental leave), dependent on the position offered. Details of participation in these benefit plans will be provided if an employee receives an offer of employment. If hired, employee will be in an “at-will position” and the Company reserves the right to modify base salary (as well as any other discretionary payment or compensation program) at any time, including for reasons related to individual performance, Company or individual department/team performance, and market factors.