Remote Event & Portfolio Management Specialist (Pharma/Biotech)

36643550 – Remote Event & Portfolio Management Specialist (Pharma/Biotech) – 6-Month Contract Sigma Systems is seeking a Remote Event & Portfolio Management Specialist to support congress management, speaker bureau operations, PRC routing, vendor coordination, and cross-functional communication for a leading Life Sciences organization. This is a fully remote, 6-month contract role. Position Overview The specialist will manage congress logistics, maintain master tracking documents, support speaker bureau operations, coordinate with vendors, and route promotional materials through PRC. This role requires strong project & event management experience within Life Sciences, Healthcare, Pharma, or Biotech. Key Responsibilities Congress Management & Logistics Maintain the master congress spreadsheet for Marketing, Sales, and Market Access–sponsored meetings. Coordinate end-to-end logistics to ensure flawless, interruption-free execution. Partner with Brand Lead on sponsorship submissions, approvals, and timely payments. Oversee congress vendors, ensuring smooth deliverable handoffs and on-time submissions. Speaker Bureau & Program Execution Manage all administrative tasks related to speaker onboarding, contracting, and compliance. Coordinate speaker logistics with clear, timely communication. Ensure vendors arrange travel and accommodations for product theaters and in-practice programs. Material & PRC Management Route congress-related assets through PRC (e.g., invitations, signage, pre-conference materials). Ensure accurate quantities of materials are printed, shipped, and delivered on time. Cross-Functional Communication Support Sales, Marketing, and Market Access with pre-conference logistics (badges, location, hotel). Coordinate post-conference surveys, feedback collection, and investment evaluations. Maintain seamless information flow across cross-functional teams. Required Qualifications Education Bachelor’s degree in: Business Administration, Marketing, Management, Operations Management, Event/Hospitality Management, or Communications Understanding of Life Sciences / Healthcare fields is required. Skills & Experience 1. Project & Event Management Congress / event planning and execution Managing multi-stakeholder logistics Maintaining master scheduling/tracking documents Vendor coordination & oversight Deliverables management under tight deadlines 2. Organizational & Administrative Skills High attention to detail Strong prioritization and time-management Managing speaker contracts, onboarding, and scheduling Handling PRC / MLR routing processes and approvals 3. Communication & Collaboration Clear, professional communication across Sales, Marketing, and Market Access Managing pre- and post-conference communications Coordinating surveys and collecting feedback Ensuring smooth cross-departmental information flow 4. Vendor & Stakeholder Management Oversight of congress vendors and deliverables Managing sponsorship submission workflows Interfacing with speakers, brand leads, and external partners 5. Compliance & Process Management Knowledge of PRC/MLR review processes Managing approval workflows and payment timelines Tracking and distributing printed materials 6. Technical & Documentation Skills Proficiency with Excel or Google Sheets (tracking budgets, timelines, logistics) Experience with project/event management tools (preferred) Ability to prepare congress-related materials and signage 7. Soft Skills Proactive problem-solving Strong interpersonal communication Ability to anticipate logistical needs Calm under pressure, adaptable High ownership and accountability Preferred Certifications (Optional) Certified Meeting Professional (CMP) Project Management Professional (PMP) / CAPM Event Planning Certifications Apply tot his job Apply To this Job