Congress Coordinator

About Us:

At BCD Meetings & Events (BCD M&E), we provide more than meeting and event planning services: we create connections that inspire, motivate and change behavior for our customers. As the world’s most trusted and innovative meetings and events agency, BCD M&E cultivates a culture of people, passion and purpose to drive business forward. 

Headquartered in Chicago, with locations in 60+ countries across the world, BCD M&E’s team of 2,000+ people are committed to sustainability and driving success for our customers, our business and ourselves. Our values are at the heart of everything we do, and we look for people that want to be a part of something special, can rise to our standards and love to bring their unique perspective to the table.

While we can’t guarantee every day will be the best (who can?), we can promise a community of people who genuinely care and lead with empathy, a flexible workplace with awesome perks and challenging work that means something. 

See what life is about at BCD M&E at bcdme.com/careers

Congress Coordinator

Are you highly organized, detail-oriented, and passionate about delivering exceptional event support? We’re looking for a Congress Coordinator to provide dedicated administrative and logistical support for sponsored Healthcare Professionals (HCPs) attending global congresses.

In this role, you’ll partner closely with Healthcare Engagement Managers to help deliver a seamless delegate experience, ensuring logistics are managed accurately, efficiently, and in line with timelines and compliance requirements.

What you’ll do:

• Support the end-to-end coordination of sponsored HCP attendance for global congress programs
• Assist with attendee registration, hotel accommodation tracking, travel date confirmation, and travel logistics, including domestic ground transportation
• Help collect and organize required attendee information to support smooth congress participation
• Coordinate communications with HCPs, clients, suppliers, and internal teams to keep activities moving on time
• Prepare, maintain, and distribute logistics-related templates, reports, and attendance uploads accurately and within deadlines
• Use Cvent to manage attendee, hotel, and reporting data, ensuring records are complete, accurate, and up to date
• Support final confirmations and other attendee communications so delegates receive the information they need at the right time
• Monitor key deadlines, maintain auditable documentation, and help ensure all processes align with local and global compliance requirements

What we’re looking for:

• First experience in an administrative support role, ideally within meetings, events, or congress planning
• Strong Microsoft Office skills, including Word, Excel, PowerPoint, and Mail Merge
• Excellent attention to detail and accuracy
• Strong time management skills with the ability to prioritize, meet deadlines, and work under pressure
• Clear, professional communication skills and a collaborative approach
• Fluency in English; additional languages are a plus

Preferred:

• Pharmaceutical industry experience
• International attendee experience
• Experience using Cvent

The annual gross salary range for candidates for the position of Congress Coordinator is between 21.000€ and 26.000€. The actual pay depends on your skills, qualifications and experience. 

THE PERKS

Flexible Working

We believe that a flexible working environment is key to getting the best out of our teams. We will support you to work where you need to and when you need to, depending on how you work best.

Room to Grow

Our line of work and business structure challenge our people in a way that inspires growth, with learning and development built into every role. We give individuals ownership over the direction and speed in which they grow.

Everyone has a voice

We thrive on conversations that spark curiosity and empathy. No matter how big or how small, every voice is heard, considered and respected.

Make your move

The diversity of roles across BCD M&E’s global locations means that our people often find new adventures during their time with us. Join us as a meeting planner role in the UK, stay for a global marketing career — there’s always room to move.

We’ve got you covered

Our extensive benefits include comprehensive healthcare, retirement plans, continued education support, diverse work locations, travel and hotel discounts, volunteer and sustainability opportunities and a successful employee recognition program.

We’re positive. You’ll love it.

It starts from the top. Our leaders lead with positivity, believe in our people and trust us to do the right thing. There will always be support along your journey, in little and big ways.

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