Manager, Event Planning

$124,015 - $160,490/Yr

Gilead Sciences - Foster City, CA

Full-time - Mid Level

Foster City, CA

1,001-5,000 employees

Chemical Manufacturing

About the position

The Manager, Event Planning at Gilead Sciences is responsible for overseeing all aspects of internal meeting planning, including national and commercial meetings, leadership meetings, advisory boards, and congresses. This role involves strategic implementation and coordination of event planning functions, ensuring operational excellence and high-level outcomes while engaging attendees effectively. The position requires collaboration with internal stakeholders and external vendors to deliver successful events that align with Gilead's mission of improving lives through innovative therapies.

Responsibilities

• 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.
• Develop innovative solutions to complex challenges in event planning.
• 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.
• 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.
• 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.

Requirements

• Bachelor's Degree and Seven Years' Experience
• Masters' Degree and Five Years' Experience
• Extensive understanding and application of event planning principles, concepts, practices, and industry standards.
• Strong communication skills with an ability to articulate complex ideas clearly and concisely to senior executives.
• Execution and problem-solving skills under pressure.
• Proficient in Microsoft Office suite.
• Experience in managing microsite/web development build-out for virtual congresses.
• Knowledge of exhibit booth asset management for large, mid, and small portable programs.

Nice-to-haves

• 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.

Benefits

• Health insurance
• Dental insurance
• Paid time off
• Vision insurance
• Life insurance