Congress Operations Specialist

Congress Operations Specialist

ICON plc is a world-leading healthcare intelligence and clinical research organization. We’re proud to foster an inclusive environment driving innovation and excellence, and we welcome you to join us on our mission to shape the future of clinical development.

The Congress Operations Specialist is responsible for managing sponsorship, corporate membership, and contracting processes and payments for Global and Regional Congresses across disease areas. This position will play a key role in supporting the Congress project managers, as well as managing department projects and needs.

What you will be doing:

• Initiates Sponsorship and Corporate Membership process and payments in Request Management System; ensures information is accurate, reconciled and closed out in Request Management System and sponsor contracting system for all Congresses

• Tracks and manages Global Spend Transparency payments for all Congresses

• Manages Conference sponsorship tracker, researches deadlines and flags for the team

• Maintains and updates Congress Team Intranet page

• Prepares budget and payment status reports and documents needed for quarterly budget forecast meetings

• Supports cross-functional relationships with Medical Affairs, Meetings and Events, Legal, Corporate Compliance (OBIE), Procurement, and other groups.

• Responsibilities may also include providing administrative pre-congress planning support for congresses; tasks include but aren’t limited to:

• --Researching venues and management of group registration and hotel room blocks

• --Administrative management for congress planning and booth operations by preparing meeting materials, including agenda preparation/distribution, scheduling, collecting/sending meeting pre-reads, creating project timelines, and Veeva submissions

Your profile:

• A minimum of a Bachelor Degree is required.

• 1-2 years of relevant experience in project management, or a relevant field.

• Strong communication skills (verbal and written)

• Ability to work well in teams and focus teams on goals/key deliverables

• Excellent project management skills

• Ability to complete goals within allotted timeframes and deliver high quality results

• Strong initiative and ability to identify issues and create solutions

• Ability to use and navigate systems (e.g. Cybergrants, Icertis, iProcurement, Congress Request System, Veeva)

• Ability to use Microsoft Office programs (Word, PowerPoint, Excel, Teams), as well as online meeting platforms (Zoom)

• Highly organized with a strong attention to detail, clarity, accuracy and conciseness

• Experience working in an office environment.

What ICON can offer you:
Our success depends on the quality of our people. That’s why we’ve made it a priority to build a diverse culture that rewards high performance and nurtures talent.

In addition to your competitive salary, ICON offers a range of additional benefits. Our benefits are designed to be competitive within each country and are focused on well-being and work life balance opportunities for you and your family.

Our benefits examples include:

• Various annual leave entitlements
• A range of health insurance offerings to suit you and your family’s needs.
• Competitive retirement planning offerings to maximize savings and plan with confidence for the years ahead.
• Global Employee Assistance Programme, LifeWorks, offering 24-hour access to a global network of over 80,000 independent specialized professionals who are there to support you and your family’s well-being.
• Life assurance
• Flexible country-specific optional benefits, including childcare vouchers, bike purchase schemes, discounted gym memberships, subsidized travel passes, health assessments, among others.

Visit our careers site to read more about the benefits ICON offers.

At ICON, inclusion & belonging are fundamental to our culture and values. We’re dedicated to providing an inclusive and accessible environment for all candidates. ICON is committed to providing a workplace free of discrimination and harassment. All qualified applicants will receive equal consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

If, because of a medical condition or disability, you need a reasonable accommodation for any part of the application process, or in order to perform the essential functions of a position, please let us know or submit a request here

Interested in the role, but unsure if you meet all of the requirements? We would encourage you to apply regardless – there’s every chance you’re exactly what we’re looking for here at ICON whether it is for this or other roles.

Are you a current ICON Employee? Please click here to apply