Congress Program Manager - Remote

Position Overview

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.

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.
• 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

• 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

• 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
• Psiological Safety
• Diversity, Inclusivity and Belonging Culture
• Employee Led Resource Groups
• SpiroYOU Professional Development & Learning Programs
• Employee Events