Manager, Event Planning

Job title: Manager, Event Planning

At Gilead, we’re creating a healthier world for all people. For more than 35 years, we’ve tackled diseases such as HIV, viral hepatitis, COVID-19 and cancer – working relentlessly to develop therapies that help improve lives and to ensure access to these therapies across the globe. We continue to fight against the world’s biggest health challenges, and our mission requires collaboration, determination and a relentless drive to make a difference.

Every member of Gilead’s team plays a critical role in the discovery and development of life-changing scientific innovations. Our employees are our greatest asset as we work to achieve our bold ambitions, and we’re looking for the next wave of passionate and ambitious people ready to make a direct impact.

We believe every employee deserves a great leader. People Leaders are the cornerstone to the employee experience at Gilead and Kite. As a people leader now or in the future, you are the key driver in evolving our culture and creating an environment where every employee feels included, developed and empowered to fulfil their aspirations. Join Gilead and help create possible, together.

Specific Responsibilities and skills

• Extensive knowledge and application of event planning principles, concepts, practices and industry standards.
• Ability to use a combination of logic, analysis and relevant experience to assess a situation and accurately define the problem and scope of the primary issue
• Analytical efficiency with ability to multi-task and meet timeliness and accuracy standards by anticipating resources necessary to complete the work
• Demonstrate influence with communicating persuasively with excellent verbal, written and interpersonal skills with ability to influence senior management and to establish effective working relationships with a diverse range of stakeholders
• Gaining support – through established channels, identifies needs in an effort to build support of a solution or idea and establishes trust through actions
• Demonstrate initiative with excellent task management skills including pro-activity, planning, prioritization, objective setting, meeting management and plan
• Execution and problem solving skills under pressure is core to this role.
• Must have a good understanding of the pharmaceutical environment and exhibit the ability to be proactive with respect to conference planning and event management

Essential Functions

• Works independently under the general guidance of the manager
• Organizes and plans logistics for HCP programs including but not limited to; Medical Affairs advisory programs, medical education programs, conference debriefs, annual departmental meetings, and other events for Gilead attendees.
• Works directly with internal stakeholders, staff, and external vendors to ensure logistical aspects of meetings meet expectations
• Communicates with event attendees, including executive management, to ensure they are outfitted with necessary travel and event details
• Communicates directly with external advisors to ensure travel is completed and satisfactory
• Attends events to ensure catering, travel, audio-visual, meeting space, and off-site dinners operate as planned
• Prepares and distributes communication to employees as it relates to meetings or events
• Provides post-event analysis, including event metrics
• Makes recommendations on venues, transportation, catering and similar services
• Negotiates contracts and terms of service with vendors
• Conducts site visits to evaluate vendor services and venues according to internal standards
• Budget responsibilities includes initiating purchase orders, check requests, and honorariums, tracking event budget, reconciling budget post event and reporting expenses per Legal requirements
• Coordinates senior management approval of nominations from Medical Affairs to attend scientific conferences
• In a functional and team-lead capacity, oversees daily activities and reviews work of Events Assistants and Associates under the guidance of the manager
• Develops processes related to department activities and updates current processes as needed
• Provides on-going and ad hoc training on functional processes and policies to external groups and departments
• May lead the roll-out of new applications, tools, and processes to end-users

Knowledge, Experience and Skills

• Must have demonstrated excellence in events management/planning/coordination, negotiating vendor contracts, and managing vendors
• Must have demonstrated excellence in managing multiple, simultaneous, complex projects
• Must have demonstrated excellence in providing customer service and establishing effective working relationships with a diverse range of internal and external key stakeholders
• Must have demonstrated excellent communication and problem-solving skills
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