Associate Director, Congress and Advisory Board Events

Position Summary

The Associate Director Congress and Advisory Board Events is responsible for developing and executing an integrated Congress engagement strategy across commercial and in close partnership with medical, inclusive of exhibits, product theaters and symposia, KOL engagements, related sponsorships, and advisory boards.  This role oversees end-to-end planning, execution, and optimization of the company’s presence at scientific and medical congresses aligned to the CNS portfolio strategy.  

The Associate Director Congress and Advisory Board Events is also responsible for operational planning, execution, and governance of medical and scientific advisory boards across assigned therapeutic areas while maintaining strict adherence to internal policies, regulatory requirements, and industry codes.

In both areas of responsibility, the Associate Director Congress and Advisory Board Events ensures investments measurably support brand objectives, scientific exchange, and long-term HCP engagement.

This role partners closely with Field Enablement, Marketing Brand Teams, Market Access, Medical Affairs, Global Marketing, Ethics & Compliance, Legal, and Finance to ensure impactful, compliant, and cross-functionally aligned engagement with healthcare professionals (HCPs) and key stakeholders at key events.

The ideal candidate brings strong strategic thinking, cross functional leadership and matrixed collaboration, project management, planning, vendor contracting and management, budget management, and a deep understanding of the pharmaceutical regulatory environment.

Key Responsibilities

 

Congress, Exhibit, and Sponsorship Planning and Execution

• Lead cross-functional development of a comprehensive, multi-year congress strategy aligned with Otsuka's pre-launch and in-market commercial products, including Identifying and prioritizing key congresses
• Partner with Brand Teams and Medical Affairs to orchestrate Otsuka’s fit for purpose presence and end-to-end management of scientific congresses from strategic planning through execution and post-event evaluation
• Plan and coordinate exhibit and sponsorship opportunities in alignment with brand and medical strategies, tracking deliverables and confirming fulfillment of sponsorship benefits
• Oversee exhibit booth design, build, logistics, on-site execution, and storage
• Develop integrated KOL engagement plan before, during, and after national and regional congresses
• Serve as the primary point of contact for external congress organizers, vendors, exhibit houses, and production partners
• Manage timelines, budgets, contracts, and vendor performance

Advisory Board Planning and Execution

• Operationally plan, coordinate, and execute national, regional, and virtual medical advisory boards in alignment with Medical Affairs and Brand Team objectives
• Manage all logistical aspects of advisory boards, including meeting planning, vendor coordination, contracts, honoraria, travel, and meeting materials
• Serve as the primary operational point of contact for advisory board activities, ensuring seamless execution
• Partner with Compliance and Legal to support appropriate documentation, contracting, fair market value processes, and disclosure requirements

 

Cross-Functional Collaboration, Compliance, and Governance

•  Partner closely with Field Enablement, Marketing Brand Teams, Market Access, Medical Affairs, Global Marketing, Ethics & Compliance, Legal and Procurement to align objectives and ensure compliant execution
• Co-lead the Congress Steering Committee with Director, Medical Congress Strategy and Execution collaborating with commercial and medical leaders
• Builds scalable processes, playbooks, and capabilities to ensure consistent, high-quality execution across brands and therapeutic areas
• Ensure all activities adhere to company policies, regulatory requirements, and industry codes (e.g., PhRMA, EFPIA, applicable transparency laws)
• Maintain accurate documentation and spend transparency reporting

Continuous Improvement

• Continuously evolve congress and advisory engagement models to reflect changes in scientific exchange, digital engagement, and the external regulatory environment
• Develop and track KPIs to measure effectiveness, engagement, reach, and operational performance
• Conduct post-event debriefs and provide actionable insights to inform future congress strategies
• Identify business and technology-enabled opportunities to improve processes, enhance attendee engagement, and optimize resource allocation

Qualifications & Experience

Required:

• Bachelor’s degree in business, operations, or related field
• 5+ years of experience in life sciences, event planning, or related field
• Demonstrated experience managing programs, projects, and events
• Experience managing agencies, vendors, and external partners
• Proven cross-functional collaboration and team leadership skills
• Strong understanding of pharmaceutical compliance, promotional regulations, and industry codes
• Frequent travel to support Congress and Advisory Board events

Preferred:

• Experience managing congresses or related events
• Demonstrated experience in strategic thinking to deliver best practice methodology in congress planning and execution
• Experience managing medical or scientific advisory boards in a regulated environment
• Demonstrated ability to build and maintain relationships with key opinion leaders, industry experts, and professional associations

Competencies
Accountability for Results - Stay focused on key strategic objectives, be accountable for high standards of performance, and take an active role in leading change.
Strategic Thinking & Problem Solving - Make decisions considering the long-term impact to customers, patients, employees, and the business.
Patient & Customer Centricity - Maintain an ongoing focus on the needs of our customers and/or key stakeholders.
Impactful Communication - Communicate with logic, clarity, and respect. Influence at all levels to achieve the best results for Otsuka.
Respectful Collaboration - Seek and value others’ perspectives and strive for diverse partnerships to enhance work toward common goals.
Empowered Development - Play an active role in professional development as a business imperative.

Minimum $150,034.00 - Maximum $224,250.00, plus incentive opportunity: The range shown represents a typical pay range or starting pay for individuals who are hired in the role to perform in the United States. Other elements may be used to determine actual pay such as the candidate’s job experience, specific skills, and comparison to internal incumbents currently in role. Typically, actual pay will be positioned within the established range, rather than at its minimum or maximum. This information is provided to applicants in accordance with states and local laws.

Company benefits:  Comprehensive medical, dental, vision, prescription drug coverage, company provided basic life, accidental death & dismemberment, short-term and long-term disability insurance, tuition reimbursement, student loan assistance, a generous 401(k) match, flexible time off, paid holidays, and paid leave programs as well as other company provided benefits.

Come discover more about Otsuka and our benefit offerings; https://www.otsuka-us.com/careers-join-otsuka.

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