Manager, Event Planning

For Current Gilead Employees and Contractors:
Please log onto your Internal Career Site to apply for this job.
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.
Job Description
As the Manager, Event Planner, you will manage all aspects of internal meeting planning for Gilead Sciences, including national, commercial, leadership meetings, advisory boards, and congresses.
This role is responsible for the strategic implementation and coordination of all event planning functions, collaborating with key internal stakeholders and external vendors to ensure operational excellence and high-level outcomes with sustained engagement of attendees.
As the Manager, Event Planning you are responsible for:
* Independently manage and execute internal meetings and events for Gilead participants.
* Provide internal cross-functional leadership for all aspects of event development and execution, including overall attendee/logistics management, executive communication, and approval on key aspects of events.
* Consistently develop innovative solutions to complex challenges.
* Partner with peers and vendors to ensure consistent alignment across events and multiple therapeutic areas.
* Lead logistical pre-event planning, onsite execution, and post-event wrap-up, including surveys, debriefs, SOP documentation, and budget reconciliation.
* Manage the budget of respective executed events and make budgetary decisions based on experience and perceived value.
* Evaluate vendor services and venues according to industry standards and stakeholder requirements; communicate and gain buy-in on recommendations.
* Oversee vendors for logistics, production, and audio-visual elements appropriate for events.
* Ensure vendor deliverables and timelines are successfully met to expectation.
* Develop and manage project timelines and action plans in collaboration with cross-functional partners and ensure all deadlines are met with successful outcomes.
* Interact regularly with senior stakeholders and executives, understanding their goals and objectives for various events and taking a proactive approach to planning and executing current and future events.
* Evaluate and update or establish procedures relating to SOP maintenance around key activities for events to improve overall efficiencies, streamline execution, and measure effectiveness.
* Mentor other employees on strategic event planning and project management.
* Responsible for strategic projects that impact the broader team and organization.
* Manage all aspects of participation in and execution of congress presence for Gilead, including congress management, budget management, vendor management, and collaboration with peers within the M&E Team.
* Lead internal workgroups and booth development meetings with external agencies on the production of exhibit booths, promotional materials, and program materials for delivery to key customers at congresses.
* Attend events to ensure execution of booth set-up/dismantle, registration badge and material pick-up, and dissemination to attendees via the Gilead Business Center, and management of on-site meetings and events.
* Meet with conference organizers to ensure Gilead is informed on the latest congress protocol for the association; inform the association of recommendations, if needed, for changes to their process based on an overall Gilead attendee experience.
* Conduct site visits and evaluate vendor services and venues according to industry standards and stakeholder requirements and communicate and gain buy-in on recommendations.
* Mentor less experienced employees on event planning, logistics, and project management.
* Lead the roll-out of new applications, tools, and processes to end-users.
* Manage without authority, leadership, and oversight of events led by other planners to ensure consistency and continuity across the organization.
* Key contributor to the development of new concepts, techniques, and standards.
* Overall portfolio management of advisory boards, congresses and meetings is approximately 25 events throughout the year.
* Required travel is approximately 20% in the year.
* This role is Foster City based with 3 days in the office (T,W,TH)
Knowledge & Skills:
* Extensive understanding and application of event planning principles, concepts, practices, and industry standards.
* Demonstrate skills within analytical expertise, influence, and initiative.
* Initiative within planning - operates outside the scope of expectations and is proactive in taking on additional cross-functional responsibilities to improve efficiencies within the meeting and event department.
* Strategic thinking - demonstrates strategic orientation by recognizing simpler patterns in complex situations and projecting outcomes.
* Strong communication skills with an ability to articulate complex ideas clearly and concisely to senior executives.
* Execution and problem-solving skills under pressure is core to this role.
* Able to be successful working independently as well as within the context of a team.
* Able to establish effective working relationships with a diverse range of stakeholders including experience working with C-level executives.
* Flexible in a fast-paced setting with competing and ever-changing tasks and exhibit calm under pressure.
* Proficient in Microsoft Office suite.
* Comfortable embracing new technologies and digital tools such as financial management, work order management, mobile app technologies, and Cvent.
* Knowledge of exhibit booth asset management for large, mid, and small portable programs.
* Experience in managing microsite/web development build-out for virtual congresses.
* Must have a good understanding of the pharmaceutical environment and exhibit the ability to be proactive with respect to congress planning and event management.
* Strong communication skills with an ability to influence objectives.
* Ability to establish effective working relationships with a diverse range of stakeholders.
* Proficient in MS Suite.
* Comfortable embracing new technologies and digital tools such as financial management, work order management, Cvent, JiffleNow, SmartSheet, and other technology platforms to host virtual or hybrid congresses and meetings (ON24, Intrado, Adobe Connect).
Basic Qualifications:
* Bachelor's Degree and Seven Years' Experience
*
* Masters' Degree and Five Years' Experience
Preferred Qualifications:
* Bachelor's degree and eight years' experience OR Masters' degree and six years' experience OR Ph.D.
* 6-8 years of related experience and a BS or BA degree in Event Management, Marketing, or equivalent - strongly preferred.
* Certified Trade Show Marketer (CTSM) or Certified Meeting Professional (CMP) or equivalent certification - preferred.
* Significant congress and event management experience - required.
* Experience in biotech or pharmaceuticals industry - required.
* BS or BA degree in event management, hospitality & tourism management, or equivalent - strongly preferred.
* CMP/CMM Preferred.
People Leader Accountabilities:
* Create inclusion - knowing the business value of diverse teams, modeling inclusion, and embedding the value of diversity in the way they manage their teams.
* Develop talent - understand the skills, experience, aspirations, and potential of their employees and coach them on current performance and future potential.
They ensure employees are receiving the feedback and insight needed to grow, develop, and realize their purpose.
* Empower teams - connect the team to the organization by aligning goals, purpose, and organizational objectives, and holding them to account.
They provide the support needed to remove barriers and connect their team to the broader ecosystem.
The salary range for this position is: $124,015.00 - $160,490.00.
Gilead considers a variety of factors when determining base compensation, including experience, qualifications, and geographic location.
These considerations mean actual compensation will vary.
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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As an equal opportunity employer, Gilead Sciences Inc. is committed to a diverse workforce.
Employment decisions regarding recruitment and selection will be made without discrimination based on race, color, religion, national origin, gender, age, sexual orientation, physical or mental disability, genetic information or characteristic, gender identity and expression, veteran status, or other non-job related characteristics or other prohibited grounds specified in applicable federal, state and local laws.
In order to ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Era Veterans' Readjustment Act of 1974, and Title I of the Americans with Disabilities Act of 1990, applicants who require accommodation in the job application process may contact ****** for assistance.
For more information about equal employment opportunity protections, please view the 'Know Your Rights' poster.
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We promote and support individual differences and diversity of thoughts and opinion.
For Current Gilead Employees and Contractors:
Please log onto your Internal Career Site to apply for this job.