Congress & Events Coordinator

Congress & Events Coordinator

Galderma is the emerging pure-play dermatology category leader, present in approximately 90 countries. We deliver an innovative, science-based portfolio of premium flagship brands and services that span the full spectrum of the fast-growing dermatology market through Injectable Aesthetics, Dermatological Skincare and Therapeutic Dermatology. Since our foundation in 1981, we have dedicated our focus and passion to the human body's largest organ - the skin - meeting individual consumer and patient needs with superior outcomes in partnership with healthcare professionals. Because we understand that the skin, we are in shapes our lives, we are advancing dermatology for every skin story.

We look for people who focus on getting results, embrace learning and bring a positive energy. They must combine initiative with a sense of teamwork and collaboration. Above all, they must be passionate about doing something meaningful for consumers, patients, and the healthcare professionals we serve every day. We aim to empower each employee and promote their personal growth while ensuring business needs are met now and into the future. Across our company, we embrace diversity and respect the dignity, privacy, and personal rights of every employee.

At Galderma, we actively give our teams reasons to believe in our bold ambition to become the leading dermatology company in the world. With us, you have the ultimate opportunity to gain new and challenging work experiences and create an unparalleled, direct impact.

Location : Remote (U.S. Based) Central Time Zone preferred for team alignment and collaboration

Job Description

The Congress Coordinator will support the U.S. Aesthetic, Prescription, and Consumer businesses by managing Tier 4 (local / regional) congresses and sponsorship requests. The incumbent will oversee the full execution of up to 80 Tier 4 congresses annually, ensuring all logistical, financial, and compliance-related tasks are completed efficiently. The Congress Coordinator will report to the Director, U.S. Congresses & Events.

Key Responsibilities

Congress Execution : Manage up to 80 Tier 4 (local / regional) congresses, including processing applications, registrations, and sponsorship payments. Order booth assets, ensuring alignment with brand needs and maintaining sufficient inventory of display materials (tabletops, tablecloths, invitations, literature racks, and banners if permitted). Coordinate with Cx / Lx on sample orders, shipping logistics, and necessary approvals. Request and manage on-site booth staff, including name submission for badges. Provide meeting communication to stakeholders, detailing agenda, location, attendee list, exhibit setup / dismantle times, and sample / display shipment tracking. Offer support and troubleshooting while teams are onsite. Facilitate sponsorship agreements, including processing Letters of Agreement (LOAs), updating budgets in Cvent, and reconciling event closeout procedures. Complete monthly credit card reconciliation related to congress expenditures.

Sponsorship and Compliance Management : Manage sponsorship requests from external and internal stakeholders, including monetary donations. Receive sponsorship requests from either Galderma stakeholders or external organizations and register them in the meeting platform. Review sponsorship requests, gather documentation, and communicate with societies / organizers to collect missing data if necessary. Route sponsorship requests to the appropriate Regional Sales Manager (RSM) / Director for financial review and approval. Collaborate with Compliance and Legal teams for sponsorship vetting and necessary approvals. Route LOAs for organizational signature, ensure proper filing, and manage execution. Communicate outcomes of sponsorship requests to relevant teams, including approvals and declinations. Update Cvent with sponsorship status and maintain accurate event tracking.

Congress & Events Department Support : Assist in vendor management, including opening new supplier accounts, updating bank details, and processing invoices. Raise purchase orders (POs) and ensure payment execution for congress-related expenses. Support creation and execution of LOAs for all congresses and events. Order samples and marketing materials for national congresses.

Skills & Qualifications

2+ years of event or congress management experience, preferably within the pharmaceutical or healthcare industry. Experience with Cvent preferred. Strong organizational and project management skills with attention to detail. Ability to manage multiple projects simultaneously and adapt to changing priorities. Excellent communication and stakeholder management skills. Proficiency in Microsoft Office Suite.

What We Offer In Return

You will be working for an organization that embraces diversity & inclusion and believe we will deliver better outcomes by reflecting the perspectives of our diverse customer base. You will also have access to a range of company benefits, including a competitive wage with shift differential, annual bonus opportunities and career advancement and cross-training.

Next Steps

• If your profile is a match, we will invite you for a first virtual conversation with the recruiter.
• The next step is a virtual conversation with the hiring manager
• The final step is a panel conversation with the extended team

Our people make a difference. At Galderma, you'll work with people who are like you. And people that are different. We value what every member of our team brings. Professionalism, collaboration, and a friendly, supportive ethos is the perfect environment for people to thrive and excel in what they do.