I enjoy traveling for work and find great fulfillment in exploring new destinations while supporting on-site events and fostering meaningful relationships with clients and attendees I am driven by professional growth and thrive on taking on new challenges that expand my skills and career goals Outside of work, I cherish spending quality time with my husband and three beautiful children; ages five, four and one and a half Building trust and creating positive, meaningful experience - whether at home or with clients is at the heart of what fulfills and motivates me
Abby Melville
Hubert,United States
Summary
Senior Meeting & Congress Professional with 10+ years of experience managing complex pharmaceutical, financial, and executive-level meetings, congresses, conferences, and incentive programs. Specializes in end-to-end congress and event operations, overseeing housing, registration, attendee management, hotel sourcing and contract negotiation, budgeting, travel logistics, vendor management, exhibit operations, and on-site execution for high-profile, high-volume programs.
Known for successfully managing multiple concurrent projects in fast-paced, deadline-driven environments while adapting to evolving priorities, complex stakeholder needs, and changing business demands. Brings expertise in Cvent, housing and registration platforms, financial reconciliation, project management, and cross-functional collaboration, ensuring operational excellence from initial planning through post-event reconciliation. Recognized for building strong client and vendor partnerships, anticipating logistical challenges, delivering strategic solutions, and maintaining exceptional attention to detail under pressure. A collaborative, solutions-oriented leader committed to creating seamless event experiences, driving operational efficiency, and contributing to team success.
Overview
1
1
Certification
10
10
years of professional experience
Work History
Congress Coordinator
AMEX GBT
Remote
02.2026 - Current
- Managed multiple high-profile pharmaceutical congresses simultaneously in a fast-paced, high-volume environment, balancing competing priorities and delivering successful events under compressed timelines.
- Oversaw the full congress lifecycle, including Cvent registration, attendee and housing management, hotel sourcing, contract negotiation, budgeting, payment reconciliation, travel logistics, transportation, exhibit operations, event orders, and on-site event execution.
- Trained new team members on operational procedures and tools, promoting adherence to best practices.
- Facilitated regular meetings to review project progress, addressing challenges proactively with stakeholders.
- Implemented digital filing system, drastically reducing retrieval times and improving document organization.
- Enhanced project tracking by developing comprehensive database, which allowed for real-time updates and adjustments.
- Coordinated cross-functional efforts among pharmaceutical clients, hotels, convention centers, vendors, associations, and internal teams to ensure seamless planning and execution from pre-conference through post-conference reconciliation.
- Maintained real-time accuracy across multiple project management, housing, financial, registration, and attendee management platforms while managing concurrent deliverables and evolving project requirements.
- Adapted quickly to organizational restructures, changing reporting relationships, shifting project priorities, and evolving stakeholder expectations while maintaining continuity across critical event operations.
- Built and maintained strong relationships with stakeholders, proactively resolving complex operational issues, mitigating risks, and ensuring a high level of client service throughout each congress.
- Demonstrated exceptional organizational skills, attention to detail, and adaptability while managing complex event logistics and delivering operational excellence across multiple concurrent congresses.
Executive Meeting Planner - Transportation
BCD M&E
07.2025 - 02.2026
- Coordinate and oversee ground transportation logistics for high-profile, executive-level meetings, conferences, and incentive programs.
- Act as the central liaison between event planners, VIP attendees, hotels, and third-party transportation vendors to ensure seamless execution.
- Evaluate incoming programs to determine transportation support qualification using structured internal criteria and Cvent tagging.
- Assign transportation leads and roles within Cvent for visibility, alignment, and consistency across team members and stakeholders.
- Build and manage detailed transportation manifests and timelines, maintaining real-time accuracy through Cvent and internal tracking systems.
- Participate in pre-event planning calls, vendor briefings, and on-site walk-throughs to ensure logistical readiness and proactive problem-solving.
- Collaborate with Registration and Event Management teams to ensure integrated attendee experiences, especially for VIPs and high-touch groups.
- Maintain strong working relationships with preferred vendors (e.g., AMEX GBT, Dave El, Aviation Scheduling) to ensure reliability, professionalism, and pricing compliance.
- Provide exceptional client service with a focus on proactive communication, contingency planning, and personalized attendee care.
- Stay informed on industry best practices and contribute to internal process development and team training initiatives.
- Implemented structured criteria for evaluating transportation support, ensuring timely and compliant logistics for high-profile events.
- Managed comprehensive transportation manifests and timelines, achieving real-time accuracy that minimized delays and enhanced operational efficiency.
- Fostered strong relationships with preferred vendors, ensuring reliability and competitive pricing that led to improved service quality.
- Committed to providing exceptional client service, prioritizing proactive communication and personalized care for VIP attendees.
- Remote
Registration Manager
BCD M&E
11.2022 - 06.2025
- Manage end-to-end registration processes for internal and client-facing corporate meetings, conferences, and large-scale incentive events, ensuring data integrity and seamless event execution.
- Develop and maintain accurate attendee lists, including executive-level participants and VIP clients, while overseeing on-the-ground logistics like registration, transportation coordination, and vendor collaboration.
- Coordinate travel logistics for on-site execution across multiple domestic locations, adapting quickly to fast-paced environments and real-time problem-solving.
- Foster strong relationships with clients, third-party vendors, and internal teams through consistent collaboration and hands-on execution during event travel, ensuring tailored attendee experiences and high-touch service.
- Support executive teams by managing VIP schedules, special accommodations, dietary restrictions, and rooming lists, and addressing special requests to deliver a personalized experience.
- Collaborate with cross-functional teams such as event planners, travel managers, transportation logistics, hotel staff and third-party vendors to ensure smooth communication and seamless event execution.
- Monitor Cvent platform performance, ensuring accurate registration data, troubleshooting issues, and generating real-time and post-event reports for internal teams and clients.
- Manage registration desk operations, including attendee check-in and troubleshooting, while ensuring a welcoming atmosphere and smooth guest flow.
- Coordinate with third-party partners (e.g., AMEX GBT, Dave El) to confirm logistics, arrivals, departures, and last-minute changes, and provide proactive solutions for potential issues.
- Facilitate pre-event communications, including invitations, confirmations, and logistics details, and serve as the primary point of contact for attendee inquiries.
- Ensure compliance with internal policies, security standards, and client requirements through Cvent compliance testing and by managing accurate data integrity within the platform.
- Remote
Associate Pharmaceutical Meeting Planner
Paragon Global CRS
Wilmington, NC
01.2017 - 01.2022
- Proficient in Cvent, including RFP submission, review, and evaluation processes, along with attendee management, ensuring accurate manifests and travel details (air, ground, hotel) and minimizing last-minute changes.
- Manage high-volume communication (calls and emails) to address client and attendee inquiries, solve problems, and provide timely, accurate information related to meeting logistics, travel, and accommodations.
- Oversee event logistics, including itinerary management, venue inspections, and coordination with hotel, AV, and on-site staff to ensure seamless execution and client satisfaction.
- Facilitate contract negotiations with clients and hotels, ensuring alignment on budgets, meeting requirements, and logistics.
- Ensure compliance with SOPs, while proactively assisting team members and meeting deadlines for successful event execution.
- Coordinate air and ground travel logistics, including personal and professional bookings and complex itineraries for both individual and group travel.
- Provide comprehensive support in preparation and distribution of meeting materials, rooming lists, and transportation details to guarantee accuracy and smooth event operations.
- Validated complex attendee credentials and session assignments, ensuring accurate access control and minimizing registration changes during high-volume conference days.
Legal Assistant and Receptionist
Law Offices of John Drew Warlick
Jacksonville, NC
01.2020 - 08.2020
- Answered legal inquiries, processed payments, and referred clients to suitable attorneys.
- Managed confidential information and supported over 100 personal injury cases.
- Promoted to Legal Assistant, enhancing administrative support for attorneys and paralegals.
- Handled legal correspondence and improved office efficiency with clerical support.
- Collaborated with attorneys to gather case details, aiding in successful case outcomes.
Project Manager - Intern
Syneos Health
Raleigh, NC
01.2018 - 05.2018
- Assist team leaders in daily functions to expedite services to the client.
- Attention to team meetings as well as weekly client phone-calls.
- Document detailed notes during meetings for my team leaders.
- Navigate information helpful to continued research.
- Data entry and analysis.
- Familiarize with company software.
Education
Associates in Arts - Psychology
Cape Fear Community College
Wilmington, NC05-2019
Business Law Studies
Campbell University
Buies Creek, NC05-2018
Skills
- Attendee Registration, Registration Platform Management (Cvent), On-Site Event Coordination & Execution
- Pre-Event Attendee Preparation & Communication, Post-Event Reporting & Follow-Up
- Cross-Functional Team Collaboration, Executive Schedule & Change Management, Personalized Guest Experience Delivery
- Confidentiality and Discretion with Sensitive Information, Professional Client & Vendor Relations
- Establishing Client Trust & Long-Term Partnerships, Problem-Solving & Real-Time Decision Making
- VIP & Executive Attendee Management, Advanced Excel & Spreadsheet Management
- Pre-Event Data Organization & Checklist Management, Post-Event Reconciliation & Reporting
- Attention to Detail in Data-Driven Environments, Accurate Data Entry & Attendee Tracking
- Structured Approach to Multi-Event Planning & Execution
- Spreadsheet-Based Communication for Client Trust & Transparency
- Customized Event Logistics Spreadsheets (Transportation, Rooming Lists, Schedules)
- Collaborative Vendor Communication and Coordination
- Contract negotiation and management for high-profile events
- Full-scope logistics coordination
Accomplishments
- Selected as one of PCMA’s “20 in Their 20s” Class of 2026, recognizing emerging leaders demonstrating excellence and impact in the global meetings and events industry.
- Https://www.pcma.org/20-in-their-twenties/
Certification
Event Management Advanced Certification Aug 2023
Interests
Timeline
Congress Coordinator
AMEX GBT
02.2026 - Current
Executive Meeting Planner - Transportation
BCD M&E
07.2025 - 02.2026
Registration Manager
BCD M&E
11.2022 - 06.2025
Legal Assistant and Receptionist
Law Offices of John Drew Warlick
01.2020 - 08.2020
Project Manager - Intern
Syneos Health
01.2018 - 05.2018
Associate Pharmaceutical Meeting Planner
Paragon Global CRS
01.2017 - 01.2022
Business Law Studies
Campbell University
Associates in Arts - Psychology
Cape Fear Community College
LINKS
LinkedIn: https://www.linkedin.com/in/abbymelville/