Senior Manager of Event Planning

$130,220 - $168,520/Yr

Unclassified - Santa Monica, CA

Full-time - Mid Level

Santa Monica, CA

About the position

The Senior Manager of Event Planning at Kite Pharma is responsible for leading the design and implementation of various internally driven events across the US, including large-scale meetings and team-building activities. This role involves collaborating with internal stakeholders and external vendors to ensure operational excellence and high-level outcomes, while also managing logistics, budgets, and communications throughout the event lifecycle.

Responsibilities

• Independently manage all aspects of execution for Kite's US Commercial, Sales, Managed Markets, Medical and other cross-functional meetings.
• Manage the logistics for key conventions and conferences, including storing all documentation in the appropriate SharePoint site.
• Provide internal cross-functional leadership for all aspects of event development and execution, including venue sourcing, site selection, hotel/vendor contract negotiations, budget management, and attendee/logistics communications.
• Produce creative assets, coordinate ground transportation, research teambuilding activities for off-sites, menu planning, and coordinate room setups, audio-visual/production, and swag research.
• Interact regularly with senior stakeholders and executives to understand their goals and targets for various events and take a proactive approach to planning and executing current and future events.
• Develop and implement event timelines and action plans in collaboration with cross-functional partners and vendors.
• Produce communications pre-during-post event life cycle, create surveys, conduct debriefs, identify areas of opportunity and drive recommendations.
• Manage the creation of SOWs (Statement of Work) and create cost estimates, develop budgets, manage reconciliations, process invoices, and handle the cross-charge process for internal stakeholders.
• Experience managing and providing strategic guidance to logistics partners, production companies, and other event partners.
• Establish deep collaborative partnerships with the US Commercial, Marketing, Sales, CL&D, Medical, Market Access, and the Gilead internal Meetings & Convention Planning team.

Requirements

• Doctorate degree OR MA / MS degree with 6+ years of experience OR BA / BS degree with 8+ years of experience OR Associates degree with 10+ years of experience OR High School Diploma / GED and 12+ years of experience.
• Significant meeting management experience, preferably in the Oncology, Biotechnology, or Pharmaceutical industry; convention management experience desired.
• Strong experience in negotiating hotel and other vendor contracts.
• Excellent experience in agency/vendor management with logistics, audio-visual and production companies.
• Demonstrated ability to persuade by communicating with excellent verbal, written and interpersonal skills to influence senior management and establish effective working relationships with a diverse range of internal and external stakeholders.
• Experience working with C level executives.
• Excellent organizational/time management skills and demonstrated ability to manage planning/execution of small, medium, and large-scale internally driven events.
• Demonstrated ability to collaborate with and lead cross-functional partners during the event planning process.
• Certified Meeting Professional (CMP) desired.
• Resourceful, self-starter; detail-oriented and have the ability to multi-task.
• Flexible in a fast-paced setting with competing and ever-changing tasks and calm under pressure.
• Proficient in Microsoft Office suite; comfortable embracing new technologies and digital tools.

Nice-to-haves

• BS or BA degree in Event Management or in Hospitality & Tourism Management.

Benefits

• Company-sponsored medical, dental, vision, and life insurance plans.
• Discretionary annual bonus.
• Discretionary stock-based long-term incentives (eligibility may vary based on role).
• Paid time off.