Event Planning and Operations

Job Title: Event Planning & Execution

Position Summary: 

The Congress Execution Lead plays a pivotal role within the Amgen Congress Team (ACT), providing operational project leadership for Tier 1 and select high-priority Tier 2 congresses. This individual serves as the connective tissue across therapeutic area leads, cross-functional stakeholders, and vendor partners to ensure seamless, compliant, and impactful congress execution. 

As a key driver of standardized planning and communication processes, the Execution Lead is responsible for managing timelines, stakeholder coordination, and executional logistics across the pre-, during-, and post-congress phases. This role ensures alignment to congress objectives, enhances internal engagement, and contributes to exceptional external customer experiences. 

Key Responsibilities: 

Congress Planning & Coordination 

• Develop and manage detailed congress project timelines, communication plans, and alignment call decks in partnership with TA Leads and cross-functional stakeholders. 

• Schedule, lead, and document pre-congress alignment calls with internal stakeholders and vendors to ensure project clarity, seamless coordination, and accountability. 

• Schedule and lead recurring planning calls with internal teams and vendors, ensuring accountability and transparency throughout all phases of congress delivery. 

• Maintain the One Stop Shop SharePoint site for each assigned congress, ensuring timely updates and documentation. 

Cross-Functional Collaboration 

• Collaborate with Medical, Marketing, Logistics, OL Engagement, and vendor teams to gather inputs and ensure execution aligns with congress strategy and objectives. 

• Lead congress sponsorship planning meetings, including organizing cross-functional discussions, tracking commitments, and ensuring integration into congress objectives and budget.  

• Oversee C3 and Cvent needs assessment and event setup for assigned congresses, including profile creation and coordination with logistics and compliance teams. 

• Facilitate booth staffing schedules and support the development of booth staff training decks in partnership with TA Leads. 

• Ensure timely submission of Congress Approval Forms (CAF), badge assignments, and housing communications via coordination with the Logistics team. 

Resource & Content Management 

• Create and distribute the Single Congress Playbook for attendees, providing relevant logistics, booth information, and competitive intelligence highlights. 

• Maintain and update congress sponsorship and C3/Cvent records, ensuring timely and accurate documentation in alignment with budget and compliance requirements. 

• Support execution of the Congress Brief, Post-Congress Survey, and Congress Debrief—integrating insights, metrics, and stakeholder feedback for continuous improvement. 

Execution Support & Measurement 

• May attend congresses onsite to support execution, troubleshooting, and real-time coordination with vendors and attendees. 

• Gather and analyze data including badge scan reports, OL engagement metrics, and fast sensor data to assess congress effectiveness and inform debriefs. 

Qualifications: 

Basic Qualifications: 

• Bachelor’s degree in Business, Life Sciences, Marketing, Communications, or a related field. 

• Minimum of 5 years of experience in project or event management, preferably in a pharmaceutical, biotech, or healthcare environment. 

Preferred Qualifications: 

• Project Management Professional (PMP) or relevant certifications. 

• Experience with congresses, society meetings, or healthcare-related event planning. 

• Strong understanding of cross-functional planning in a matrixed organization. 

• Familiarity with compliance requirements for HCP engagement globally (PhRMA, EFPIA, etc.). 

• Proficiency in project planning tools (e.g., Smartsheet), SharePoint, Microsoft Office Suite.