Operations Executive Medical Congress Travel

Job Overview

Job Description

Company: Congress Bookers
Location: Devonshire House, 1 Mayfair Place, Level 1, London, W1J 8AJ
Employment: Permanent, full-time
Working arrangement: Hybrid, with 2 days remote per week
Hours: 35 hours per week, Monday to Friday
Experience required: 2 5 years of relevant experience
Salary: To be discussed

Applications:
Closing date: 19 October 2026

About Congress Bookers

Congress Bookers is a healthcare-compliant travel agency specialising in accommodation and ground services for groups attending medical congresses worldwide. Drawing on more than 15 years of experience in travel, conferences and medical events, our multilingual team supports clients from initial planning through to delivery.

With offices in the United Kingdom, European Union, United States and United Arab Emirates, we coordinate projects across key international markets. Our aim is to deliver excellent service and build lasting partnerships with every client.

About the role

We are looking for an organised, proactive Operations Executive with 2 5 years of relevant experience to help coordinate travel arrangements for international medical congresses.

You will work with clients, hotels, service providers and colleagues to organise group accommodation and ground arrangements, keep bookings accurate and ensure projects run smoothly. The role also includes researching prospective business clients, developing professional relationships and supporting our presence at international industry events.

Key responsibilities

- Coordinate group accommodation, transfers and other ground services for clients attending medical congresses worldwide.
- Handle enquiries and support the preparation of proposals, booking confirmations and service arrangements.
- Liaise with hotels, local suppliers and business partners to check availability, clarify requirements and coordinate delivery.
- Maintain accurate booking records, rooming lists, deadlines and client instructions, and manage changes promptly.
- Communicate regularly with clients and colleagues, resolve operational queries and follow through on agreed actions.
- Research potential B2B clients, including pharmaceutical companies and business travel agencies, across Europe, the Middle East and Africa (EMEA), including the UAE, and Latin America.
- Build and qualify prospect lists, identify decision-makers and make initial contact by email, telephone and LinkedIn.
- Present Congress Bookers’ services for international medical congresses and maintain relationships with partners in assigned markets.
- Attend relevant international trade fairs and networking events, such as IMEX, IBTM and ATM.
- Keep the CRM up to date and collaborate with internal teams to deliver services in line with client requirements.

Requirements

- 2 5 years of relevant experience in travel operations, group bookings, event coordination or a closely related role.
- Strong organisational skills, attention to detail and the ability to manage several bookings and deadlines.
- Clear, confident communication and an interest in building professional relationships.
- An interest in research, including identifying suitable companies, finding decision-makers and preparing relevant outreach.
- Confidence using digital tools, including CRM systems, LinkedIn, Microsoft Word, Excel and Outlook, and Google Sheets.
- A practical, results-focused approach and a commitment to reliable client service.
- Willingness to travel to international trade fairs and events.
- Additional language skills, particularly Spanish, German, French, Italian or Arabic, would be a strong advantage.
- Experience in B2B sales, tourism or events would be beneficial.
- Experience working internationally or in another country would be an advantage, but is not essential.
- A Medical Meeting Professional Certificate or Healthcare Meeting Compliance Certificate would be welcome, but neither is required.

What we offer

- Salary to be discussed.
- Laptop and phone.
- Discounted holidays.
- Performance bonus.
- Opportunities to attend international industry trade fairs.