Senior Conference Project Manager

SUMMARY

Reporting to the Director of Meetings & Operations, the Senior Conference Project Manager is responsible for coordinating and driving the planning and execution of major scientific meetings and conferences and plays a key role in developing and refining the systems, processes, and documentation that guide all conference operations. This role serves as the central operational lead for assigned meetings—ensuring all departments remain aligned on timelines, milestones, and deliverables. The Project Manager manages the full conference lifecycle — from initial planning through onsite execution and post‑meeting debrief — ensuring efficient processes, strong cross‑team collaboration, and on‑time delivery within budget.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Conference Planning and Master Timeline Management

Lead the overall planning process for assigned conferences from initial concept through operational readiness.
Develop and manage master project timelines, identify dependencies, and ensure all departmental milestones and deliverables remain aligned.
Facilitate regular cross‑team planning meetings; document decisions and action items, distribute updates, and maintain centralized project documentation for visibility across teams.

Cross‑Functional Coordination and Communication

Serve as the central point of coordination between departments including Program, Marketing, Industry, Logistics, Digital, and Multimedia.
Monitor hand‑offs, anticipate gaps, and prompt timely collaboration to maintain schedule integrity.
Support continuous alignment between leadership and departmental teams to ensure each meeting is executed efficiently, on time, and to the highest organizational standards.

Performance Oversight and Risk Management

Track progress against established milestones, flag potential schedule or resource risks, and propose solutions for keeping projects on track.
Provide leadership with concise, proactive status reports outlining accomplishments, upcoming priorities, and any emerging issues.
Ensure operational readiness across all teams prior to each meeting.

Process Improvement and Documentation

Evaluate and refine existing planning workflows to increase efficiency and clarity.
Maintain centralized project documentation—including schedules, planning grids, and task trackers—to ensure transparency and accessibility for all teams.
Develop and maintain the Conference Playbook and Standard Operating Procedures (SOPs), updating them with lessons learned and best practices after each event.
Improve and standardized project management templates, reporting formats, and tools to streamline future planning cycles.
Partner with departmental leads and the Director of Meetings & Operations to identify and implement process enhancements that strengthen cross‑team coordination.

Budget Coordination

Support the Director of Meetings & Operations by tracking conference budgets and maintaining visibility into key cost areas (venue, production, marketing, logistics).
Gather departmental inputs, monitor variances, and coordinate with Finance to ensure alignment with approved budgets.

Technology and Project Management Tools

Use project management platforms (e.g., Monday.com, Smartsheet, Asana) to track milestones and dependencies.
Champion best practices for digital collaboration and reporting transparency.
Additional Responsibilities

Contribute to special operational initiatives assigned by the Director of Meetings and Operations.

QUALIFICATIONS

Bachelor’s degree.
5–8 years in a dedicated Project Management role, with a proven track record of managing conference portfolios with multiple stakeholders and moving parts.
Experience managing large scale conferences or complex events with multiple stakeholders.
Expert knowledge of project management methodologies; PMP Certification is highly preferred.
Knowledge of, and competency in, project management processes including planning, scope management, budget management, risk management, monitoring and reporting, and record keeping.
Experience with project management platforms such as Monday.com, Asana, Smartsheet, or similar tools
Must be proficient in Microsoft Excel, OneDrive/Sharepoint, Outlook, Word, PowerPoint, Internet Explorer, and Google Drive.
Exceptional ability to foster cross-functional collaboration and lead by influence; must possess the emotional intelligence to "step in" and resolve peer-level conflicts without overstepping authority.
Imperative to have the ability to manage time effectively and function well both autonomously and as part of a team.
Strong analytical skills used to refine processes and solve complex scheduling or resource conflicts.
Possess excellent communication skills, patience, professionalism. Ability to effectively and respectfully verbally communicate effectively with CRF staff, physicians, senior managers and their assistants, vendors, industry representatives and event attendees. Ability to communicate effectively when writing email, reports and letters. Ability to read and interpret policies, memos and all other communications.

KEY COMPETENCIES & SUCCESS INDICATORS

Demonstrated ability to oversee and guide complex projects and manage multiple workstreams effectively.
Strong stakeholder management and cross‑team communication skills.
Proactive approach to problem‑solving and risk management.
High attention to detail and commitment to operational excellence.