Congress Program Manager - Remote

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THIS IS A REMOTE OPPORTUNITY IN THE US.

Company Overview

This is Spiro. A strategically-led, creatively-driven, leading global experiential agency. We exist to cultivate powerful brand connections through the channel of experiential. We believe strong global communities are empowered by diversity, inclusion & belonging.

Where data-informed creative meets advanced digital solutions, we boldly go where no experience has gone before. As Spiro*nauts, we are born storytellers & story makers; fearless dreamers of the "what if;" and pioneers of innovation in our craft. Together, we launch brands into their experiential orbit through the power of Brand Gravity.

Learn more about who we are here!

Position Overview

The Congress Program Manager serves as the strategic lead responsible for planning, managing, and executing congress, convention, tradeshow, exhibit, sponsorship, and ancillary meeting programs that support client business objectives. This role partners closely with clients, internal teams, agencies, show organizers, and vendor partners to deliver compliant, impactful, and cost-effective congress experiences while providing exceptional client service.
The Congress Program Manager is responsible for driving planning, facilitating decision-making, managing stakeholder relationships, and ensuring successful execution from program development through post-event evaluation. The ideal candidate is a highly organized project manager, skilled communicator, and trusted advisor who thrives in a fast-paced environment and can successfully manage multiple complex programs simultaneously.

Responsibilities

Strategic Congress Planning

• 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.

Program & Project Management

• 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.

Budget Management

• 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.

Stakeholder & Client Management

• 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.

Exhibit & Sponsorship Management

• 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.

Compliance & Operational Excellence

• 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.

Onsite Leadership

• 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.

Measurement & Continuous Improvement

• 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.

Qualifications

We understand the importance of transferable skills and a diverse perspective, so if you do not fit all these requirements, we still want to hear from you and encourage you to apply!

• 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.

Success Factors

The successful candidate will demonstrate:

• Exceptional project management and organizational skills.
• Strong stakeholder management and relationship-building abilities.
• Executive presence and confidence when leading client conversations.
• Ability to influence and drive decisions without direct authority.
• Excellent verbal, written, and presentation skills.
• Strong problem-solving abilities and sound professional judgment.
• Ability to remain calm, flexible, and solution-oriented in a fast-paced environment.
• High attention to detail while maintaining focus on strategic objectives.
• Demonstrated ability to anticipate needs, identify potential challenges, and proactively develop solutions before issues arise.
• A proactive, consultative approach to client service.
• Commitment to delivering outstanding experiences and measurable results.
• Ability to manage ambiguity and adapt to changing priorities.
• Strong sense of ownership and accountability.
• Ability to manage a high work volume
• Approximately up to 20% travel

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

Our Process

Our interview process is hand crafted to our roles. In general, you can expect to have an initial phone interview with our talent acquisition team and thereafter video interviews with team members and your future manager. We welcome candidates to view our social medial channels and website to extend the conversation beyond the responsibilities of the role. Once you have completed the interview process, we conduct a criminal background check, where applicable by law.

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