Manager, Medical Congress & Events Management

The Medical Congress & Events manager executes against aligned congress strategy and advisory board objectives with rigor, reliability, and a high standard of operational excellence. They ensure every HCP interaction, every congress presence, and every advisory board meeting reflects the caliber of science and patient commitment behind the Alumis name as we build towards launch.

Key Responsibilities

Congress Planning & Execution

• Serve as the primary operational lead for all Medical Affairs congress activities, with a primary focus on our Psoriasis therapeutic area, including high-priority dermatology congresses (e.g., AAD, EADV, Fall Clinical, Maui Derm), plus a gradually growing presence at Rheumatology conferences (EULAR, ACR) and any future indications as the pipeline expands
• Build and maintain detailed project plans, task trackers, and run-of-show documents for each congress; monitor milestones daily and escalate risks to leadership proactively and with clear options
• Own vendor relationships and contracts for congress execution end-to-end: Negotiating terms, holding vendors accountable to timelines and deliverables, and ensuring every partner upholds Alumis brand standards
• Execute end-to-end event logistics: Venue sourcing and contracting, catering, housing block negotiation, attendee registration, badging, and transportation coordination.(As needed) Coordinate end-to-end onsite logistics, including booth setup, meeting room management, staff badging, and real-time attendee support throughout the congress
• Conduct post-congress reconciliation: Structured Lessons Learned sessions to inform future congress planning cycles, followed by final invoice review and budget-to-actuals reporting
• Support virtual and hybrid congress configurations as needed, including platform setup, attendee communications, and technical coordination with A/V vendors
• This is an individual contributor, operational project leadership role responsible for end-to-end execution of Medical Affairs congresses and advisory boards in partnership with Medical Affairs leaders who define strategy and scientific objectives

Advisory Board & KOL Council Logistics

• Coordinate all logistical details for Medical Affairs advisory council meetings including scheduling, venue or platform setup, catering, A/V, materials preparation, and attendee communications
• Manage KOL contracting end-to-end partnership with Legal and Compliance: Initiate agreements, track execution status, and confirm all contracts are fully executed prior to HCP engagement
• Maintain complete invoice records and coordinate with Finance to ensure timely payment and proper documentation
• Track advisory meeting budgets in real time; maintain reconciled actuals against approved spend, flag variances early, and report accurate accruals and provide forecasts for budget planning.
• Ensure delivery of professional and compliant experience
• Partner with onsite vendors for advisory meetings; manage setup, troubleshoot issues in real time, and ensure the meeting environment meets Alumis standards

Cross-Functional Communication & Stakeholder Coordination

• Partner with Medical Directors and Medical Affairs leadership, who define congress strategy, scientific objectives, KOL engagement priorities, and advisory board objectives, to translate those priorities into integrated operational plans and high-quality execution
• Maintain proactive, structured communication across stakeholders throughout each planning cycle: Provide regular status updates, surface decisions that require leadership input, and flag timeline risks before they become problems
• Translate operational details into clear, concise communications tailored to the audience
• Manage competing priorities and timelines across multiple concurrent congresses and advisory meetings, aligning internal partners around a shared calendar and escalating conflicts with recommended solutions
• Build and maintain strong working relationships with external vendors, ensuring accountability, clear scope of work, and timely resolution of issues without requiring leadership escalation for routine matters

Compliance, Reporting & Systems

• Ensure all congress and advisory activities are executed in adherence with PhRMA Code guidelines, and internal compliance policies
• Maintain complete, audit-ready documentation for every event: Contracts, attendee lists, spend records, HCP agreements, and compliance attestations
• Generate post-event reports including attendance data, final budget reconciliation, spend-by-event summaries, and cost variance analysis; present findings to Medical Affairs leadership for future planning decisions
• Track all event-related purchase orders, invoices, and accruals in the company’s financial systems (e.g., Coupa); ensure timely processing and accurate budget reflection
• Contribute to the development and maintenance of SOP templates, planning checklists, and event infrastructure tools to standardize operational execution across the function

Qualifications

We're looking for someone with a moderate level of experience in conference & events management, eager to take ownership, build on what they know, and grow with the role as Alumis scales.

• Bachelor’s degree in a relevant field (life sciences, business, communications, hospitality management, or equivalent experience)
• 3+ years of conference, meeting, and event management experience in a pharmaceutical, biotech, or life sciences environment, with an interest in deepening and expanding therapeutic area expertise over time
• Proven track record of independently executing complex, multi-stakeholder events from initial planning through onsite delivery and post-event close-out
• Experience managing HCP contracting and honoraria processes in compliance with PhRMA Code and OIG fair market value requirements

• Exceptional written and verbal communication skills, with the ability to translate complex logistics into clear stakeholder updates and simultaneously manage expectations across multiple functions

• Outstanding organizational discipline and attention to detail; able to manage multiple concurrent workstreams under deadline pressure without sacrificing accuracy
• Sound judgment and confident decision-making in ambiguous, fast-moving onsite situations; able to independently troubleshoot and resolve issues

Travel

Ability and willingness to travel up to 10-30% for company meetings, congresses, vendor meetings, and other business needs