Hornet Staffing, Inc, a GEE Group company

Compensation

Full Description

Duties: Congress Management & Logistics: • Own and maintain the master congress spreadsheet covering Marketing-, Sales-, and Market Access–sponsored meetings • Coordinate all logistical details to ensure flawless execution with no disruptions • Partner with the Brand Lead to submit and track sponsorship applications through internal processes, ensuring timely payment and confirmation of placements • Oversee the congress vendor on all deliverables and ensure smooth handoffs that meet meeting and submission deadlines Speaker Bureau & Program Execution: • Manage all administrative requirements for speaker contracting, onboarding, and training • Oversee speaker logistics, ensuring all communications are clear, timely, and complete • Ensure vendor handles speaker travel and accommodations for product theaters and in-practice programs Material & PRC Management: • Route smaller deliverables through PRC, including product theater invitations, congress signage, and pre-conference presentation materials • Ensure appropriate quantities of materials are printed, shipped, and delivered to the correct meeting locations Cross-Functional Communication: • Support Sales/Market Access/Marketing communications related to meetings and congresses, including pre-conference logistics (e.g., badges, location, hotel, etc.) and post-conference surveys and debriefs so that we can evaluate investment for next year • Ensure seamless information flow across teams to support alignment and flawless execution Core Skills by Category: Project & Event Management: • Congress/event planning and execution • Managing complex logistics with multiple stakeholders • Maintaining master tracking documents (e.g., congress spreadsheets) • Coordinating timelines, deadlines, and deliverables • Vendor coordination and oversight • Ensuring flawless, disruption-free execution Organizational & Administrative Skills: • High attention to detail • Strong time management and ability to prioritize in a fast-paced environment • Managing speaker contracts, onboarding, and tracking requirements • Handling scheduling and program logistics • Managing document routing and approvals (e.g., PRC/medical–legal–regulatory processes) Communication & Collaboration: • Clear, consistent communication with cross-functional teams (Sales, Marketing, Market Access) • Ability to support pre-conference and post-conference communications • Coordinating survey distribution and collecting feedback • Ensuring seamless information flow across departments Vendor & Stakeholder Management: • Overseeing congress vendors on deliverables and handoffs • Ensuring compliance with internal processes (e.g., sponsorship submissions) • Partnering with external speakers, vendors, and internal brand leads Compliance & Process Management: • Understanding of PRC/MLR routing processes for promotional materials • Ensuring timely payment and approval workflows • Adhering to internal policies around sponsorships and speaker engagements • Managing distribution and tracking of printed materials Technical & Documentation Skills: • Spreadsheet management (likely Excel or Google Sheets) • Tracking logistics, budgets, deadlines, and submissions • Experience with project management or event management systems (implied) • Preparing and managing congress-related materials and signage Soft Skills: • Proactive problem-solving • Ability to anticipate needs before issues arise • Strong interpersonal skills when working with speakers and cross-functional partners • Adaptability and calm under pressure • High sense of ownership and accountability Education: • Bachelors degree in either Business-related fields (e.g., business administration, marketing, management, operations management, event management / hospitality managment) or Communications, and understands Life Sciences / Healthcare Fields • Optional: Certified Meeting Professional (CMP), Project Management Professional (PMP) or CAPM, Event Planning Certificates