Project Manager-Congress & Marketing Operations

Associate Marketing Manager/Project Manager
Congress & Marketing Operations

Location: Mettawa, IL
Work Model: Hybrid  (Tues, Wed, Thurs onsite, M&F remote)
Contract: 12 Months to start
Industry: Pharmaceutical / Life Sciences

Up to $46/hr based on benefit elections

Position Overview

Orion Group is seeking an Associate Marketing Manager/Project Manager to support congress, regional marketing, and marketing operations activities for our global pharmaceutical client.

This is a highly executional and operational role focused on project coordination, congress planning, stakeholder communication, process management, reporting, and administrative execution. A traditional marketing background is not required.

The ideal candidate will be a highly organized project professional who can manage multiple timelines and deliverables, work effectively across cross-functional teams, and create polished materials using Microsoft Excel and PowerPoint.

This individual will help ensure congresses, consulting engagements, advisory boards, product theaters, and related marketing initiatives are organized, documented, compliant, and executed efficiently.

Key Responsibilities

Project & Congress Management

• Create and maintain a Gastroenterology Congress and Regional Marketing dashboard to provide visibility into key activities, timelines, and deliverables.
• Manage the Gastroenterology marketing calendar for national and regional congresses.
• Track project timelines, milestones, action items, and deliverables across multiple concurrent initiatives.
• Coordinate with Regional Marketing Managers (RMMs), Marketing Managers, and other cross-functional stakeholders to ensure projects remain on schedule.
• Identify opportunities to improve project workflows, operational processes, and overall team efficiency.

Consulting & Administrative Operations

• Initiate contracts and coordinate documentation for advisor consulting activities.
• Track invoices, payments, closeout documentation, and other required materials.
• Maintain accurate records to support budgeting and invoice reconciliation.
• Submit purchase order requests for advisory boards, congress software, and related activities.
• Manage and maintain the HCP repository, ensuring information remains current and organized.

Presentations & Marketing Materials

• Develop and support polished PowerPoint presentations and materials for:
  • Regional Marketing Manager communications
  • Insights and conference summaries
  • Marketing and consulting projects
  • Advisor bio books
  • Pre-consulting and pre-conference presentations
• Organize and analyze information using Excel to support dashboards, tracking, reporting, and project execution.
• Ensure materials are accurate, professional, consistent, and delivered according to established timelines.

Process & SOP Development

• Partner with Regional Marketing Managers to develop and maintain an RMM Playbook.
• Support the development and documentation of operational processes and SOPs, including:
  • Consulting SOPs
  • Advisory Board SOPs
  • Congress Planning and Execution SOPs
• Help standardize processes and improve consistency across congress and consulting activities.

Congress & Product Theater Execution

• Collaborate with the Marketing Manager, Congresses, on congress mapping, sponsorship coordination, advocacy initiatives, and field support.
• Coordinate with external organizations to obtain and process product theater information in accordance with internal compliance requirements.
• Partner with Regional Marketing Managers to plan and execute product theaters for approximately 20 national and regional conferences.
• Track required documentation, deadlines, approvals, and closeout activities to ensure smooth execution.

Required Qualifications

• Strong project management and project coordination experience, including managing timelines, deadlines, deliverables, and multiple concurrent priorities.
• Advanced proficiency with Microsoft 365, particularly Excel and PowerPoint.
• Strong attention to detail with the ability to maintain accurate documentation and follow projects through completion.
• Demonstrated experience working with cross-functional stakeholders and coordinating activities across multiple teams.
• Strong written and verbal communication skills.
• Experience supporting operations, project administration, process improvement, or business/marketing operations.
• Ability to create professional presentations, trackers, dashboards, and project documentation.
• Strong organizational skills and ability to operate effectively in a fast-paced, deadline-driven environment.

Preferred Qualifications

• Experience supporting marketing operations, congresses/events, consulting engagements, or similar operational programs.
• Pharmaceutical, healthcare, or other highly regulated industry experience.
• Experience with purchase orders, invoices, contracts, budgeting, or financial reconciliation.
• Experience developing SOPs, playbooks, process documentation, or standardized workflows.
• Experience coordinating projects involving internal stakeholders and external vendors or organizations.

Ideal Candidate
The ideal candidate is a detail-oriented, execution-focused project professional who enjoys keeping complex initiatives organized and moving forward. This role is well suited for someone who is strong in Excel and PowerPoint, comfortable managing administrative and operational details, and confident communicating with stakeholders across multiple functions.

Candidates do not need to come from a traditional marketing background.
Success in this position will depend more heavily on project management, organization, communication, attention to detail, and operational execution.


People are our business worldwide
 
Orion Group was founded in 1987 and is now one of the largest, independent, international recruitment companies. We have a network of 200 employees working from 24 offices, delivering a range of services – Talent Acquisition, Recruitment Outsourcing Services, Retained Search, Global Workforce Solutions, Completions & Commissioning and Materials Management – across 68 countries. As a global leader in workforce solutions, we recruit personnel across the Engineering & Technical, Office & Commercial, Scientific and Skilled Trades disciplines, for sectors including Oil & Gas, Life Science, Power & Utilities, Constructions & Infrastructure, Manufacturing and Renewables.