Position Summary The Congress Support Coordinator will support the planning, coordination, payment processing, and documentation activities for regional and national congresses/sponsorships. This role will help ensure congress registrations, booth payments, attendee hotel reservations, badge registrations, vendor communications, and internal tracking are completed accurately and on time. The position will work across internal systems, including Client's Events Hub and Smartsheet, to maintain event records, payment details, receipts, status updates, and attendee logistics.
Key Responsibilities Regional Congress Support
Support the congress approval workflow, including attendee registration, exhibitor registration, and payment processing via credit card, ACH, or check.
Coordinate with vendors to confirm participation, obtain payment requirements, manage badge registrations, and submit exhibitor registration forms when needed.
Update congress records in Client's Events Hub, including final cost, payment completion, payment date, receipt documentation, and congress status.
Maintain tracking documents and ensure event information remains current throughout the congress planning process. Tracking logistics includes congress status, costs, receipts, payment details, documentation, and updates
National Congress Support
Coordinate booth logistics with Client's exhibit vendor, including show services ordering, booth shipping and material handling, lead retrieval setup, and other exhibitor services required to support congress execution.
Coordinate national congress logistics by maintaining Smartsheet forms and trackers, collecting attendee information, and ensuring tasks are completed on schedule.
Manage attendee hotel accommodation by securing preferred group-rate reservations, processing booking requests, coordinating modifications, and distributing confirmation details to attendees.
Support congress execution by processing booth payments, attendee hotel reservations, and badge registrations while maintaining accurate records and status updates for each event.
Qualifications
Strong organizational skills and attention to detail.
Ability to manage multiple congresses, deadlines, vendors, and attendee logistics simultaneously.
Experience with event coordination, congress support, payment tracking, or administrative operations preferred.
Comfortable working with tracking tools and internal systems such as Smartsheet, Excel, and event management platforms.
Strong written communication skills for vendor and attendee coordination.
Ability to accurately maintain documentation, receipts, payment details, and status updates.
Preferred Skills
Experience supporting healthcare, pharmaceutical, or regulated industry events.
Familiarity with congress registration, exhibitor registration, booth payments, hotel block coordination, and attendee badge registration.
Experience managing payment workflows, receipts, and internal documentation requirements.
Ability to maintain clear tracking across multiple event workstreams.
Success in This Role Looks Like
Congress registration and payment activities are completed accurately, timely, and documented appropriately.
Vendor communications are clear, timely, and complete.
Attendee hotel and badge registration details are organized and communicated effectively.
Internal tracking tools, including Client's Events Hub and Smartsheet, remain accurate and up to date.
Receipts, payment dates, final costs, and event statuses are consistently recorded.
