Senior Tradeshow/Conference Planner

Gilead is seeking a Senior Tradeshow/Conference Planner to join our Strategic Meetings & Engagements department primarily responsible for conference/congress activities for the US Commercial team.   

Job Responsibilities: 

Independently manage all aspects of participation in and execution of congress presence for Gilead to include and not limited to: 

• Congress management to include strategic partnership and collaboration with stakeholders, budget management and optimization, vendor management, collaboration and partnership with peers within the M&E Team. 

• Management of meeting registration, accommodation, and ancillary meeting requests for Gilead participants.  Registration management includes (invite lists, attendee management, rooming lists, name badges.) 

• Lead internal workgroups and booth development meetings with external agencies on production of exhibit booth, promotional materials, and program materials for delivery to key customers at congresses. 

• Knowledge of exhibit booth asset management for midsize and small portable programs. E.g., 20x20, and 10x10 exhibits and tabletops.   

• Tech savvy and have experience in managing microsite / web development build out for virtual congresses.   

• Attends events to ensure execution of booth set-up and 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 of 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. 

• Develop and implement event timelines and action plans developed in collaboration with cross-functional partners. 

• Lead logistical pre-event planning and communication, onsite execution and post event wrap-up / analysis to include surveys, debriefs, and budget reconciliation. 

•  Evaluate and update or establish procedures relating to SOP maintenance around key activities for events to improve overall efficiencies, streamline execution and measure effectiveness; and drive recommendations for change in identifying gaps. 

• Budget responsibilities include initiating purchase orders, check requests, and honorariums, tracking event budget, reconciling budget post event and reporting expenses per Legal requirements.  Manage budget and monthly accruals associated with the respective events executed and tasked with making budgetary decisions based on experience and perceived value.  

• As needed, conduct site visits and evaluate vendor services and venues according to industry standards and stakeholder requirements and communicate and gain buy-in on recommendations.   

• Vendor management to ensure deliverables and timelines are successfully met to expectation. 

• 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; may 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 

Basic Qualifications: 

Master’s in marketing, event management, or other related and 3+ years of experience in congress and event management 

OR 

Bachelor’s in marketing, event management, or other related fields and 5+ years of experience in congress and event management 

OR 

Associates Degree in marketing, event management, or other related fields and 7+ years of experience in congress and event management 

OR 

High School Diploma/GED and 9+ years of experience in congress and event management 

Preferred Qualifications: 

• 5+ years of related experience and a BS or BA degree in Event Management, Marketing, or equivalent  

• Certified Trade Show Marketer (CTSM) or Certified Meeting Professional (CMP) or equivalent certification  

• Experience in biotech or pharmaceuticals industry 

• 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 congresses and meetings. 

• Strategic thinking - demonstrates strategic orientation by recognizing simpler patterns in complex situations and projecting outcome.  

• Execution and problem-solving skills under pressure is core to this role. Communicating persuasively – excellent verbal, written and interpersonal skills with ability to influence senior management and to establish effective working relationships with a diverse range of stakeholders 

• Gaining support – through established channels, identifies needs to build support of a solution or idea and establishes trust through actions 

• Able to be successful working independently as well as within the context of a team.  

• 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, Crowd Compass, JiffleNow, SmartSheet and platforms to host virtual or hybrid congresses and meetings (ON24, Intrado, Adobe Connect). 

• This role will require travel approximately 20% 

• This role is Foster City based with three days in the office (T, W, Th)

Ready to create possible, together? Hit apply.