Congress Co-Lead Meeting Planner – Ancillary Events
Contract | Remote with Onsite Travel
Availability: April 1 - December 2026
A leading global event agency is seeking an experienced Congress Co-Lead Meeting Planner to support the planning and execution of ancillary events aligned with two major medical congresses. This role will work alongside the Account Lead to oversee timelines, manage planning workflows, and ensure seamless execution of multiple concurrent ancillary programs including advisory boards, investigator meetings, HCP meeting rooms, and internal meetings.
Why You’ll Love This Role:
This role offers a unique opportunity to work at the center of some of the most prominent medical congresses in the world while collaborating with a highly experienced planning team. The ideal candidate will enjoy the fast pace and complexity of congress environments, the satisfaction of bringing multiple high-impact programs to life, and the chance to work with healthcare leaders and cross-functional teams. For planners who thrive on organization, collaboration, and solving real-time challenges, this role provides meaningful responsibility, visibility, and the excitement of delivering exceptional experiences at scale.
What You’ll Do:
As a Congress Co-Lead Meeting Planner, you will support:
Ancillary Event Execution & Onsite Support
Lead the execution of multiple ancillary event formats, including Advisory Board meetings, Investigator meetings, HCP meeting rooms, and internal-only client meetings:
Executing assigned event workstreams under the direction of senior planners or a Customer Success Lead.
Managing onsite logistics such as room readiness, schedules, vendor arrivals, and program flow.
Serving as an onsite point of contact for assigned meetings or meeting rooms.
Supporting healthcare professional and internal attendee experiences, including checkin assistance, wayfinding, and issue resolution.
Identifying and resolving onsite challenges while maintaining professionalism, composure, and a solutions-oriented approach.
Cross-Functional Collaboration
Collaborate closely with internal planners, Customer Success Leads, and other congress stakeholders to lead the delivery across multiple concurrent events. Responsibilities include:
Communicating status updates, risks, and onsite changes to the broader congress team.
Aligning with internal partners to ensure consistent execution standards across all ancillary programs.
Providing general onsite support as needed to ensure overall congress success.
Drive timely deliverables and SLA compliance.
Client Systems & Process Adherence
Execute assigned responsibilities using client-required systems and tools, ensuring accuracy and strict adherence to established processes, including:
Maintaining program details, timelines, and status updates in Smartsheet.
Supporting budget tracking, registration management, and reporting in Cvent.
Follow all internal and client-specific workflows with a high level of attention to detail, recognizing the sensitivity and complexity of the medical congress environment.
Compliance & Industry Standards
Support compliant execution of all ancillary events by:
Adhering to healthcare compliance requirements related to HCP engagement.
Following all client, industry, and regulatory guidelines governing medical congress activities.
Escalating potential compliance risks or concerns to senior team members as appropriate.
Experience & Qualifications
Experience supporting medical meetings, congresses, or large-scale healthcare events
Familiarity with healthcare compliance and HCP-focused meetings
Strong organizational skills and ability to manage multiple programs simultaneously
Ability to work effectively in structured, process-driven client environments
Prior experience supporting similar large medical congresses preferred
Experience using Smartsheet and Cvent preferred
Comfort working in fast-paced, high-volume onsite environments
Cultural Fit
Hospitality Hero mindset with a strong service orientation
High emotional intelligence and situational awareness
Positive energy, optimism, and solution-focused thinking
One-Team mentality with willingness to step in and support others
Highly organized, flexible, and calm under pressure
Workload Timeline
First Congress: Planning April–May with onsite execution May 29 – June 2, 2026 in Chicago, IL
Second Congress: Planning October–December with onsite execution December 5 – 8, 2026 in New Orleans, LA
Estimated Hours: ~300 hours for First Congress planning + onsite support and ~500 hours for Second Congress planning + onsite support
Hiring Process
1
Share Your Interest in the Position
Click the form link below to get started. If you are not yet a member of our free Soundings Thrive talent community, you will be asked to join and fill out your profile for consideration.
2
Complete Your Soundings Thrive Profile
All candidates must have a completed Soundings Thrive Profile. This allows us to evaluate the key skills required for this role (and you’ll be able to get alerted for any additional positions!)
3
Receive an Update from Soundings
Our team will review your information and let you know your status.
4
If You Move Forward
Next steps may include a skills-based interview with Soundings, interviews with the client, and reference checks.
5
Job Offer
Final candidates will receive a formal offer directly from the client.
We are committed to providing a transparent, timely, and respectful candidate experience from start to finish.