Manager, Medical Affairs Congress Planning and Execution (CNS)

Position Overview

Reporting to the Director, Medical Affairs Congress Strategy and Execution (CNS), the Manager owns the workplans, timelines, and logistics that put approved congress plans into action at scientific congresses. Congress strategy is set by the Director and the Congress Steering Committee; this role operationalizes that strategy by turning it into executable plans, processes, and deliverables, and then delivers them. The ideal candidate is organized, detail-oriented, and comfortable managing many deliverables, vendors, and deadlines at once.

Key Responsibilities

Congress Execution

• Operationalize the congress strategy for the CNS portfolio by translating strategic priorities into annual congress plans, workplans, timelines, owners, and deliverables for each congress, then execute against them
• Maintain the congress calendar and track submission deadlines, embargo dates, registration, and logistics milestones
• Coordinate day-to-day delivery of Otsuka's scientific presence at congresses, including: Sponsored symposia and educational sessions; Investigator meetings and closed sessions; Booth build, staffing, and scientific content; Press activities and media engagement support
• Run pre-congress, on-site, and post-congress checklists, and serve as an on-site point of contact as required
• Manage congress budgets, purchase orders, and invoices, and report spend against plan
• Manage vendors and agencies, including scopes of work, deliverables, and timelines
• Support the Congress Steering Committee by preparing agendas and materials and tracking actions
• Implement virtual and hybrid congress solutions as directed

Scientific Content Coordination

• Coordinate with cross-functional partners to source, route, and finalize presentations and materials
• Manage the review workflow so congress materials meet compliance standards and data publication embargoes
• Track content versions and approvals, and deliver final materials to congress teams and vendors on time
• Coordinate with publication planning to keep congress activities aligned with the publication plan

KOL and Investigator Meeting Logistics

• Coordinate logistics for KOL engagement activities before, during, and after congresses, including speaker and faculty arrangements
• Organize investigator meetings and advisory boards held with congresses, including agendas, venues, and materials
• Schedule scientific exchange meetings between Otsuka medical personnel and external experts

Tracking and Reporting

• Maintain trackers and dashboards for congress activities, deadlines, and spend
• Collect and report congress KPIs and post-congress metrics
• Prepare post-congress summaries and lessons learned for the team

Process Improvement

• Build and continuously improve the operating processes, templates, and planning cadence that make the congress strategy repeatable across congresses
• Share congress trends and competitor activity relevant to execution
• Contribute to best practices for virtual and hybrid congress participation

Qualifications

Minimum Requirements

• Bachelor’s degree in nursing, pharmacy, life sciences, public health, or another healthcare/scientific discipline required
• A minimum of 2-5 years of experience in pharmaceutical, biotechnology, medical communications, clinical research, or healthcare environments
• Demonstrated ability to manage timelines, budgets, and vendors for multiple concurrent projects
• Experience supporting scientific communications, medical education, congress activities, publications, or Medical Affairs initiatives

Preferred Knowledge, Skills, and Abilities

• Advanced healthcare or scientific degree preferred (PharmD, RN/BSN, MSN, NP, PA, MPH, PhD, or equivalent)
• Experience in the CNS therapeutic area
• Ability to understand, interpret, and communicate scientific and clinical data with Medical Affairs stakeholders and healthcare professionals
• Excellent project management skills, including timeline management, budget tracking, and vendor oversight
• Strong attention to detail and the ability to manage multiple congresses and deadlines at the same time
• Familiarity with medical, legal, and regulatory review processes for scientific materials
• Familiarity with digital and virtual congress platforms
• Strong written and verbal communication skills, with the ability to work effectively with cross-functional partners and external vendors
• Ability to interact professionally with key opinion leaders and scientific experts