Job Description

Job Description

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

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

Job 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

Knowledge & Skills

• 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

Minimum Experience

• 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.

• Certified Meeting Professional (CMP), preferred.

• 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.

• Biotech/pharmaceutical experience a plus.

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: $107,185.00 - $138,710.00. 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:

* Eligible employees may participate in benefit plans, subject to the terms and conditions of the applicable plans.

For jobs in the United States:

Gilead Sciences Inc. is committed to providing equal employment opportunities to all employees and applicants for employment, and is dedicated to fostering an inclusive work environment comprised of diverse perspectives, backgrounds, and experiences. Employment decisions regarding recruitment and selection will be made without discrimination based on race, color, religion, national origin, sex , 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 ApplicantAccommodations@gilead.com for assistance.

For more information about equal employment opportunity protections, please view the 'Know Your Rights' poster.

Gilead Sciences will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, (c) consistent with the legal duty to furnish information; or (d) otherwise protected by law.

Our environment respects individual differences and recognizes each employee as an integral member of our company. Our workforce reflects these values and celebrates the individuals who make up our growing team.

Gilead provides a work environment free of harassment and prohibited conduct. We promote and support individual differences and diversity of thoughts and opinion.

For Current Gilead Employees and Contractors:

Please apply via the Internal Career Opportunities portal in Workday.

Job Tags

Full time, For contractors, Work at office, Local area, Remote work, Worldwide, Flexible hours, Weekend work

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