Administrative Associate, Congress Planning

Ocular Therapeutix, Inc. (NASDAQ:OCUL) is a biopharmaceutical company focused on the formulation, development, and commercialization of innovative therapies for diseases and conditions of the eye using its proprietary bioresorbable hydrogel-based formulation technology, ELUTYX™. Ocular Therapeutix has built a robust product pipeline of drug delivery solutions developed to reduce the complexity and burden of the current standard of care and position itself to become a leader in the ophthalmic space.

Outside of the ophthalmic realm and behind the doors of our headquarters in Bedford, MA, we strive to build a strong culture where employees can flourish and achieve their career goals. We encourage out of the box thinking, cross-functional collaboration, and creativity.

Job Description:

This position will be responsible for the successful organization/support of housing, registrations, and other logistics for Global & National and Meetings/Congresses as well as the execution of our presence at Regional and Local meetings specific to the Posterior Segment community. The Congress Coordinator will report to the Sr. Associate, Congress Planning. The position requires strong organizational skills, high attention to detail and the ability to work as part of a team as well as independently.

Principal Accountabilities:

Housing & Logistics Management:

• This position requires team collaboration with Congress Planning Team for registration, housing, and event support, with an emphasis on the following:

• Manage/support hotel room blocks for events with SLT participation
• Track deadlines associated with room cancelations, adjusting locations, upgrades, and submitting any needed updates to hotels; resolve booking conflicts in a timely & accurate manner.
• Provide support, data entry and testing of Cvent platform and generate and prepare registration and housing reports
• Coordinate and support logistical planning for meetings and events during congresses (i.e., invitations, registrations, securing meeting space, food/beverage/ AV needs, etc.)
• Assist with finding and contracting vendors in the event location
• Assist with securing restaurant reservations
• Assist with researching and securing venues for special events
• Travel to attend conference or site planning visits (~10%)
• Help support/manage relationships with hotels, restaurants, and other vendors; to ensure requirements are met/communicated ahead of deadlines
• Participate in regularly scheduled, cross-functional planning meetings
• Ensure all meeting supplies are shipped to the appropriate meeting location in a timely manner
• Track and organize expenditures to align with organizational objectives
• Provide backup support to team as needed

Work closely with finance to ensure all conference related expenses are submitted and paid to vendors

Exhibit/Meeting Management:

• Support logistics including staff registration, service orders, and shipping/receiving of exhibit materials
• Coordinate with outside vendors, managing and communicating deliverable timelines throughout planning/execution cycle
• Manage inventory of trade show assets and strategize to ensure availability of marketing assets for future shows
• Documentation of all details for internal reference

Qualifications:

• Bachelor’s Degree in Marketing or Communications or commensurate experience preferred
• Minimum two years of experience
• Meticulous attention to detail
• Experience with actively managing and tracking multiple complex projects in a fast-paced environment.
• Flexible, supportive, adaptable to change, and “can do” attitude is crucial to success.
• Strong communication skills, relationship-building capabilities, and experience working in a cross-functional environment
• Solution-oriented teammate who brings a collaborative approach to working with internal colleagues and external partners
• Excellent technical skills, including fluency with Excel, PowerPoint, Word, Microsoft TEAMS; Cvent expertise strongly preferred
• Expert time management and organizational skills with the ability to adapt to a rapidly changing environment quickly and gracefully

Ocular Therapeutix is an Equal Opportunity Employer and complies with all applicable federal, state, and local laws regarding nondiscrimination. Ocular Therapeutix provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, or status as a veteran. For information on how Ocular Therapeutix collects, stores, and utilizes candidate information please see our privacy policy found at https://www.ocutx.com/privacy-policy/.