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Manager, Congress and Meeting Operations

Ardelyx
life insurance, parental leave, paid holidays, flex time, 401(k)
United States, California, Fremont
34175 Ardenwood Boulevard (Show on map)
Jan 18, 2025
Description Ardelyx is a publicly traded commercial biopharmaceutical company founded with a mission to discover, develop and commercialize innovative first-in-class medicines that meet significant unmet medical needs. Ardelyx has two commercial products approved in the United States, IBSRELA (tenapanor) and XPHOZAH (tenapanor). Ardelyx has agreements for the development and commercialization of tenapanor outside of the U.S. Kyowa Kirin commercializes PHOZEVEL (tenapanor) for hyperphosphatemia in Japan. A New Drug Application for tenapanor for hyperphosphatemia has been submitted in China with Fosun Pharma. Knight Therapeutics commercializes IBSRELA in Canada. Description Position Summary: The Manager, Congress and Meeting Operations plays a vital role on the Medical Affairs team, ensuring efficient operations for medical congresses and other meetings. This role requires an organized, proactive approach to managing the detailed timelines of events, cross-functional collaboration, and team meeting logistics. Reporting to the Associate Director of Medical Excellence and Strategic Planning (MESP), this position collaborates closely with internal and vendor partners to deliver exceptional event experiences. Key Responsibilities Scientific Congresses Congress Planning: Manage timelines and project plans for national, regional, and local Medical congress booth activities and other medical events. Vendor & Venue Coordination: Build strong relationships with vendor partners to manage timelines, booth materials, shipping logistics, and venue contracts to meet event specifications. Congress Booth and Meeting Logistics: Coordinate booth setups, attendee logistics, accommodation, meeting room reservations and set up for congresses, and pre- and post- conference meetings, ensuring a seamless experience from planning to event wrap-up. Materials & Shipping Management: Oversee the timely preparation and shipment of conference materials. Cross-Functional Communication: Streamline communication across Medical Affairs, Clinical Development, Commercial and other stakeholders to support medical congresses. Meetings & Event Management End-to-End Event Coordination: Oversee planning, site selection, logistics, and on-site management for Medical Affairs meetings, speaker events, and field medical events with MSLs. Budget Management: Track and manage budgets for event logistics and associated expenses, coordinating approvals and expense documentation to ensure fiscal accountability. Medical Affairs Project Management Project Coordination: Use Smartsheet to manage project timelines and maintain alignment across all Medical Affairs functions, based on the strategic plan and tactical objectives. Communication and Reporting: Regularly communicate project status updates to stakeholders, providing insights on milestones, timelines, and any adjustments to keep everyone aligned. Core Competencies: Organizational Excellence: Proven ability to manage multiple events with careful attention to timelines, budgets, and logistical details. Cross-Functional Collaboration: Skilled at working across departments and with external partners to achieve shared objectives, fostering positive relationships. Act as a flexible and proactive team member with the ability to manage competing priorities while maintaining a positive and collaborative approach. Problem Solving: Anticipates needs and proposes solutions processes to mitigate delays or issues. Customer Satisfaction: Dedicated to delivering high-quality experiences for both internal colleagues and external stakeholders. This role is ideal for someone eager to make a meaningful impact in Medical Affairs through efficient, high-quality logistical support across multiple functions. Qualifications Education: Bachelor's degree required, with a preference for life sciences. Certifications: Event planning certification preferred. Experience: 3+ years of event planning and logistics, experience in the medical, scientific, or biotech sectors. Skills: Proficient in project management software (e.g., Smartsheet), with strong organizational, multitasking, and communication skills. Attributes: Detail-oriented, proactive, skilled in relationship management, with a customer-focused mindset. Ability to use: Proficient in project management software (e.g., Smartsheet), Microsoft Excel, and skilled in organization, multitasking, and communication. Location Remote The anticipated annualized base pay range for this full-time position is $82,516 - $100,852. Ardelyx utilizes industry data to ensure that our compensation is competitive and aligned with our industry peers. Actual base pay will be determined based on a variety of factors, including years of relevant experience, training, qualifications, and internal equity. The compensation package may also include an annual bonus target and equity awards, subject to eligibility and other requirements. Ardelyx also offers a robust benefits package to employees, including a 401(k) plan with generous employer match, 12 weeks of paid parental leave, up to 12 weeks living organ and bone marrow leave, equity incentive plans, health plans (medical, prescription drug, dental, and vision),life insurance and disability, flexible time off, annual Winter Holiday shut down, and at least 11 paid holidays. Ardelyx is an equal opportunity employer.