Sr Event Planner

Gilead Sciences

1d•Remote

About The Position

At Gilead our pursuit of a healthier world for all people has yielded a cure for hepatitis C, revolutionary improvements in HIV treatment and prevention as well as advancements in therapies for viral and inflammatory diseases and certain cancers. We set and achieve bold ambitions in our fight against the world’s most devastating diseases, united in our commitment to confronting the largest public health challenges of our day and improving the lives of patients for generations to come. Senior Event Planner Gilead Sciences, Inc. is a research-based biopharmaceutical company founded in 1987. Together we deliver life-saving therapies to patients in need. With the commitment and drive you bring to the workplace every day, you will be part of a team that is changing the world and helping millions of people live healthier, more fulfilling lives. Our worldwide staff is a close community where you can see the tangible results of your contributions, where every individual matters, and everyone has a chance to enhance their skills through ongoing development. Our scientific focus has resulted in marketed products that are benefiting hundreds of thousands of people, a pipeline of late-stage drug candidates, and unmatched patient access programs to ensure medications are available to those who could otherwise not afford them. By joining Gilead, you will further our mission to address unmet medical needs and improve life by advancing the care of patients with life-threatening diseases. This position is located at our Headquarters in Foster City, CA., OR REMOTE

Requirements

Extensive understanding and application of event planning principles, concepts, practices and industry standards.
Demonstrate developing skills within analytical expertise, influence and initiative: Initiative within planning and proactivity – operates outside the scope of expectations and is pro-active in taking on additional cross-functional responsibilities to improve efficiencies within the respective conferences and meeting management.
Strategic thinking – demonstrates strategic orientation by recognizing simpler patterns in complex situations and projecting outcome. Pro-actively identifies gaps and increases efficiencies in current standard operating processes.
Proficient in Microsoft Office suite.
Comfortable embracing new technologies and digital tools such as financial management, work order management, mobile app technologies and Cvent.
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
Must have a thorough understanding of Gilead products and all relevant departmental and corporate policies and processes
Must have demonstrated excellence in working independently under pressure
Must have demonstrated success in supervising the tasks of more junior employees
Must have experience in giving formal presentations to internal groups or departments
5 years of related experience and a BS or BA degree in Event Management, Hospitality & Tourism Management or equivalent – strongly preferred.
Significant meeting and event management experience required.
Resourceful, self-starter.
Flexible in a fast-paced setting with competing and ever-changing tasks and calm under pressure.
Ability and flexibility to travel and perform weekend work, as needed for the position.

Nice To Haves

Certified Meeting Professional (CMP), preferred.
Biotech/pharmaceutical experience a plus.

Responsibilities

Lead logistical pre-event planning, onsite execution and post event wrap-up to include surveys, debriefs, SOP documentation, budget reconciliation.
Effectively negotiate contracts for hotels, venues and vendors.
Plan, select and manage all food and beverage for events (hotels, caterers, restaurants, etc.).
Source and oversee vendors for all production and audio-visual elements appropriate for events.
Develop and manage project timelines and action plans in collaboration with cross-functional partners and ensure all deadlines are met.
Interface with internal marketing teams and external vendors to schedule projects, keep projects on track and meet deadlines with successful outcomes.
Produce pre-event communications (including websites and onsite materials), and post-event analysis including event analytics, identify gaps and areas of opportunities, and drive recommendations for change to streamline and improve overall efficiencies.
Registration management (invite lists, attendee management, rooming lists, name badges).
Organizes and plans logistics for Medical Affairs advisory programs, Medical Scientist post-conference debriefs, annual departmental meetings, and other events for Gilead attendees.
Attends events to ensure catering, travel, audio-visual, meeting space, and off-site dinners operate as planned
Coordinates senior management approval of nominations from Medical Affairs to attend scientific conferences
Evaluate and update or establish procedures relating to SOP maintenance around key activities for events to improve overall efficiencies, streamline execution and measure effectiveness.
May lead the roll-out of new applications, tools, and processes to end-users
Manage planning meetings that involve cross-functional teams
Works directly with internal stakeholders, staff, and external vendors to ensure logistical aspects of meetings meet expectations
Budget responsibilities includes initiating purchase orders, check requests, and honorariums, tracking event budget, reconciling budget post event and reporting expenses per Legal requirements
Ensures individual vendor adherence to relevant industry code and regulations as part of event planning.
Execute RFPs, venue sourcing and site selection for best fit locations and evaluate vendor services and venues according to industry standards and stakeholder requirements; communicate and gain buy-in on recommendations.
Vendor management to ensure vendor deliverables and timelines are successfully met to expectation.
Negotiates contracts and terms of service with vendors
Conducts site visits to evaluate vendor services and venues according to internal standards
Mentor less experienced employees on event planning, logistics and project management.
Will also have responsibility for strategic projects that impact the broader team and organization.
Provides on-going and ad hoc training on functional processes and policies to external groups and departments
Works independently under the general guidance of the manager

Benefits

This position may also be eligible for a discretionary annual bonus, discretionary stock-based long-term incentives (eligibility may vary based on role), paid time off, and a benefits package.
Benefits include company-sponsored medical, dental, vision, and life insurance plans.
For additional benefits information, visit: https://www.gilead.com/careers/compensation-benefits-and-wellbeing
Eligible employees may participate in benefit plans, subject to the terms and conditions of the applicable plans.

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