Manager Commercial Meetings & Marketing Operations

Primary Responsibilities

• Assist HCP Leads with Speaker Bureau scheduling, communications, contracting, payment documentation, travel, vendors, and reconciliation, following established compliance processes and approvals.
• Back up RAPID (Veeva) program setup, contracting, engagement, and maintenance.
• Own the marketing materials publishing portal and inventory of promotional materials, giveaways, and exhibit assets.
• Coordinate replenishment, shipping, returns, and event reconciliation; maintain budget and compliance records and secure required rush-shipping approvals.
• Coordinate congress agencies and vendors, including scopes, timelines, quality, and deliverables.
• Track purchasing, invoices, forecasts, and reconciliations with Finance and Procurement; escalate material budget and contract decisions for approval.
• Coordinate cross-functional projects, track milestones and commitments, and address operational gaps.
• Maintain SOPs, templates, trackers, and shared resources; use AI-enabled tools to improve workflows within company privacy, security, and review requirements.
• Coordinate employee and partner onboarding, including introductions, training, access, and guides.
• Partner with IT and system owners on ongoing equipment, license, and platform needs, tracking issues through resolution while IT retains technical and security ownership.
• Coordinate departmental calendars and Commercial meetings and events, including invitations, agendas, registration, attendee communications, travel, venues, vendors, budgets, materials, onsite logistics, and action-item follow-up.
• Support larger events and congresses, including individual meeting scheduling.
• Independently manage assigned work, adapt to shifting priorities, and provide hands-on support for urgent requests, presentations, communications, and daily coordination.

Qualifications and Key Success Factors

• 6+ years of progressively responsible experience in marketing operations, commercial operations, corporate meetings/events, or cross-functional project management; biotechnology or pharmaceutical experience preferred.
• Strong project management skills, with independent judgment and reliable follow-through across stakeholders, timelines, dependencies, and competing priorities.
• Experience owning event planning and execution, agency/vendor coordination, budgets, procurement workflows, and stakeholder communications.
• Demonstrated ability to build processes and SOPs, improve onboarding, organize shared resources, and coordinate technology and equipment needs.
• Working knowledge of regulated healthcare or pharmaceutical environments; HCP Speaker Bureau logistics and compliance experience preferred.
• Strong communication, organization, and problem-solving skills; able to influence without direct authority, improve processes, and handle details personally.
• Advanced proficiency in Outlook, PowerPoint, Excel, Teams, and SharePoint, plus deep hands-on experience applying AI tools to streamline workflows, automate appropriate tasks, and improve knowledge management and productivity within company policies and compliance requirements.
• Proactive, resourceful, adaptable, and service-minded, with a willingness to support daily coordination and adjust travel and working hours around major meetings or events.