Senior Event Planner, Medical Affairs Congresses

Gilead Sciences • Foster City, CA

1d

About The Position

The Senior Event Planner, Medical Affairs Congresses is responsible for the end‑to‑end operational planning and execution of Medical Affairs–led congresses and scientific meetings, with a primary focus on logistics, executional rigor, and data‑driven operational support for scientific and medical presentations. This role supports programs involving both internal employees and external healthcare professionals (HCPs) and ensures execution aligns with approved scope, timelines, and standards. A critical component of this role is the accurate entry, management, analysis, and submission of large volumes of event‑related data across multiple internal systems and channels, requiring a high degree of precision, organization, and technical proficiency. The role reports directly to the Director, US & ACE Meetings and Events and operates within a matrixed congress execution model, receiving operational direction from a designated congress operations lead within the Meting & Events team to ensure consistency and adherence to established congress processes. This role is highly execution‑focused and best suited for individuals who thrive in operational environments, enjoy working directly in systems and data, and take pride in precision and follow‑through.

Requirements

• 5 years with a Bachelor’s degree required or 3 years experience with a master's degree; degree in Event Management, Hospitality, or related field preferred.
• Minimum 3-5 years of experience planning complex, multi‑stakeholder meetings or events.
• Demonstrated ability to manage large volumes of detailed data with accuracy and consistency across multiple systems.
• High level of technical proficiency and comfort learning and navigating event management, financial, and workflow tools.
• Exceptional attention to detail, organization, and follow‑through in a fast‑paced, deadline‑driven environment.
• Proven ability to manage multiple projects simultaneously, prioritize competing demands, and execute with minimal oversight.
• Experience supporting Medical Affairs or scientific congresses in a regulated environment preferred.
• Proficiency in Microsoft Office required; experience with Smartsheet, Asana, Cvent, or similar tools preferred.
• CMP certification preferred.
• Willingness and ability to travel up to 25%, including occasional evenings or weekends as required.

Nice To Haves

• Degree in Event Management, Hospitality, or related field preferred.
• Experience supporting Medical Affairs or scientific congresses in a regulated environment preferred.
• Experience with Smartsheet, Asana, Cvent, or similar tools preferred.
• CMP certification preferred.

Responsibilities

• Medical Affairs Congress Execution Lead assigned Medical Affairs–led congresses, owning logistics planning and execution for scientific and medical presentations.
• Support all medical affairs centralized allocations and submission into appropriate channels.
• Translate business objectives into clear operational plans, timelines, and execution strategies.
• Coordinate support for programs involving internal teams and external HCPs, ensuring alignment with approved scope and milestones.
• Manage a portfolio of high need meetings, engagements, and events with minimal day to day management oversight
• Own high‑volume data entry, validation, reconciliation, and submission related to Medical Affairs congress activities, ensuring accuracy, completeness, and on‑time delivery.
• Manage and maintain event data across multiple platforms and channels, ensuring alignment between planning tools, financial systems, compliance requirements, and reporting outputs.
• Analyze operational and financial data to identify discrepancies, risks, or process gaps and proactively resolve issues prior to submission deadlines.
• Ensure all data and documentation are audit‑ready, traceable, and compliant with internal standards and regulatory expectations.
• Serve as a reliable operational partner by translating complex execution requirements into well‑organized trackers, timelines, and system inputs.
• Partner closely with Medical Affairs stakeholders to define program scope, objectives, and logistical needs.
• Provide regular status updates, identify risks and dependencies, and advise on execution considerations.
• Manage preferred agencies and external vendors to deliver scalable, high quality congress support.
• Oversee vendor deliverables, timelines, and budgets, escalating issues as needed to protect program integrity.
• Provide onsite oversight for assigned events, managing registration, meeting space, AV, food and beverage, travel, and ancillary logistics.
• Serve as the primary onsite escalation point to resolve issues in real time.
• Manage multiple, concurrent congress programs and workstreams simultaneously, maintaining rigorous attention to detail across timelines, deliverables, budgets, and data inputs while meeting aggressive deadlines
• Manage timelines, tasks, and budgets using established project management tools.
• Oversee purchase orders, invoicing, reconciliation, and post event financial reporting.
• Lead post event debriefs and contribute to continuous improvement of processes, tools, and SOPs.

Benefits

• Discretionary annual bonus
• Discretionary stock-based long-term incentives (eligibility may vary based on role)
• Paid time off
• Company-sponsored medical, dental, vision, and life insurance plans.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior