Manager, Event Planning - Gilead Sciences

Company Name:
Gilead Sciences
Location:
San Francisco, CA
Type:
Full Time
Salary:
$126,820. 00 - $164,120. 00

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 issueAnalytical efficiency with ability to multi-task and meet timeliness and accuracy standards by anticipating resources necessary to complete the workDemonstrate 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 stakeholdersGaining support - through established channels, identifies needs in an effort to build support of a solution or idea and establishes trust through actionsDemonstrate initiative with excellent task management skills including pro-activity, planning, prioritization, objective setting, meeting management and planExecution 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 managementEssential FunctionsWorks independently under the general guidance of the managerOrganizes 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 expectationsCommunicates with event attendees, including executive management, to ensure they are outfitted with necessary travel and event detailsCommunicates directly with external advisors to ensure travel is completed and satisfactoryAttends events to ensure catering, travel, audio-visual, meeting space, and off-site dinners operate as plannedPrepares and distributes communication to employees as it relates to meetings or eventsProvides post-event analysis, including event metricsMakes recommendations on venues, transportation, catering and similar servicesNegotiates contracts and terms of service with vendorsConducts site visits to evaluate vendor services and venues according to internal standardsBudget responsibilities includes initiating purchase orders, check requests, and honorariums, tracking event budget, reconciling budget post event and reporting expenses per Legal requirementsCoordinates senior management approval of nominations from Medical Affairs to attend scientific conferencesIn a functional and team-lead capacity, oversees daily activities and reviews work of Events Assistants and Associates under the guidance of the managerDevelops processes related to department activities and updates current processes as neededProvides on-going and ad hoc training on functional processes and policies to external groups and departmentsMay lead the roll-out of new applications, tools, and processes to end-usersKnowledge, Experience And SkillsMust have demonstrated excellence in events management/planning/coordination, negotiating vendor contracts, and managing vendorsMust have demonstrated excellence in managing multiple, simultaneous, complex projectsMust have demonstrated excellence in providing customer service and establishing effective working relationships with a diverse range of internal and external key stakeholdersMust have demonstrated excellent communication and problem-solving skillsMust have excellent proficiency in Microsoft Office applicationsMust have a thorough understanding of Gilead products and all relevant departmental and corporate policies and processesMust have demonstrated excellence in working independently under pressureMust have demonstrated success in supervising the tasks of more junior employeesMust have demonstrated success in making and implementing improvements to the operations of a functionMust have experience in giving formal presentations to internal groups or departmentsMay lead the roll-out of new applications, tools, and processes to end-usersSpeaking multiple languages is highly preferredEducationBA degree and minimum of 6+years of relevant experience in the pharmaceutical or event planning industry or a master's degree with 4 years of experience listed above.
Gilead Sciences Inc. is committed to providing equal employment opportunities.