Associate Director, Global Meetings Management

At Gilead were creating a healthier world for all people. For more than 35 years weve 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 worlds biggest health challenges and our mission requires collaboration determination and a relentless drive to make a difference.

Every member of Gileads 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 were 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

Associate Director Global Meetings Management Global Congresses & Events

Based at Stockley Park UK

We are pleased to share that Gileads Stockley Park and Holborn offices are planning to come together at a new London headquarters at 1 Triton Square NW1 fromapproximately Q22027. Applicants should consider this planned location change when applying for this role. Gileadoperatesa flexible working policy offering a balanced approach with two days of remote working and three days working onsite

Gilead Sciences Inc. is a biopharmaceutical company that has pursued and achieved breakthroughs in medicine for more than three decades with the goal of creating a healthier world for all people. The company is committed to advancing innovative medicines to prevent and treat life-threatening diseases including HIV viral hepatitis and cancer. Gilead operates in more than 35 countries worldwide with headquarters in Foster City California.

As Associate Director Global Meetings Management youll manage the ongoing development and execution of Gileads Global Meetings strategy and operations; you will also lead the planning of key global meetings to ensure a standardized and consistent planning process. Youll report to the Director of Global Meetings & Technology as part of Global Commercial Operations (GCO).

Job Responsibilities: This role will lead the delivery of key Global Meetings for Gilead while simultaneously establishing the operational governance and ways of working that enable consistent compliant and scalable meetings delivery with future expansion to affiliate enablement. Global Meetings are a broad scope of non-congress meetings inclusive of both internal and external meetings.

Delivery of Key Global Meetings

• Own end-to-end delivery of priority global and cross-functional meetings from initial brief through execution and close-out acting as the single point of accountability.
• Lead planning for complex high-visibility meetings (multi-day international senior leadership VIP or high-risk) managing scope timelines dependencies and decision-making.
• Partner with senior stakeholders to shape meeting objectives challenge requirements where needed and ensure outcomes align to business priorities.
• Oversee onsite / live execution (in-person virtual or hybrid) including run-of-show issue resolution contingency planning and post-event debriefs.
• Manage agencies and suppliers supporting delivery ensuring quality consistency and value.
• Drive fiscal responsibility for Global Meetings whether budget is centralised or stakeholder-owned ensuring all financial processes are completed in line with requirements.
• Ensure a consistently high attendee experience while balancing compliance cost and operational feasibility.
• Capture and embed learnings from delivered meetings to improve future delivery.
• Support to the GCO External Engagement Operations team (Advisory Boards etc) if additional resource is required from time to time

Operational Governance & Ways of Working

Operating model & governance

• Define and own operational governance for Global Meetings including intake prioritisation escalation and decision frameworks.
• Run and evolve the meeting intake / triage model ensuring meetings are supported via the right route (CoE vs admin vs agency) based on complexity and risk.
• Establish clear service standards and expectations for stakeholders planners and vendors.
• Collaborate with cross-functional partners on the implementation of the Internal Meetings Programme outside the USA.

Process & consistency

• Develop and maintain core meeting processes templates and tools to enable repeatable scalable delivery.
• Standardise planning materials (briefs timelines trackers budgets post-event reporting) to reduce variation and risk.
• Embed playbook-aligned ways of working across meetings supported by the Global Meetings team.

Vendor & commercial governance

• Provide day-to-day governance of meeting suppliers including scope clarity performance management issue escalation and continuous improvement.
• Partner with Procurement and Legal to ensure contracts SoWs and commercial models support efficient and compliant delivery.

Technology & data discipline

• Ensure disciplined use of meeting technology platforms including data quality user governance and process adherence.
• Define operational reporting (volumes spend delivery performance risks) to create visibility for leadership and support decision-making.

Leadership & Influence

• Act as an escalation point for complex delivery stakeholder challenges and supplier issues.
• Lead through influence in a matrix environment partnering across Compliance Legal Procurement Finance IT Admin communities and agencies.
• Coach and guide planners and contractors setting standards for quality structure and professional judgement.
• Represent Global Meetings in senior forums providing clear concise updates and recommendations.

Compliance Risk & Control

• Ensure meetings are delivered in line with internal policies and external codes with complete and audit-ready documentation.
• Proactively identify and manage delivery risk including operational financial reputational and vendor-related risks.
• Maintain strong governance over approvals contracting and attendee management.

Future Focus: Affiliate Model & Capability Expansion

• Contribute to the design of a scalable Global Meetings model for affiliates informed by hands-on delivery experience.
• Support development of affiliate guidance standards and enablement approaches once core global delivery and governance are embedded.
• Help identify opportunities for harmonisation and efficiency across regions based on data and observed patterns.

What Good Looks Like

• Key global meetings delivered on time on budget and to stakeholder expectations
• Clear adopted governance and intake model
• Improved consistency across meeting delivery
• Reduced friction for stakeholders engaging the Global Meetings team
• Measurable improvements in efficiency risk management and cost control
• Strong partnership with vendors and internal functions

Basic Qualifications:

• Bachelors degree and 10 years experience
  OR
• Masters degree and 8 years experience
  OR
• PhD and 5 years experience

Preferred Qualifications:

• With a bachelors degree a minimum of 10 years of relevant pharmaceutical marketing experience including prior experience leading meeting planning or a minimum of 8 years experience with an advanced degree
• 30% global and domestic travel
• Prior experience of managing regional and global programmes
• Proven ability to independently lead high visibility strategic projects and translate strategies into defined resource needs tactics and metrics to achieve results
• Proven experience contributing to the design and delivery of a strategic meetings management program with handson involvement in standardization governance and enterprise adoption
• Excellent interpersonal and verbal and written communication skills with a demonstrated ability to independently lead high visibility strategic projects and translate strategies into defined resource needs tactics and metrics to achieve results
• Demonstrated strong ability to lead and influence in a fast-paced matrixed global biopharmaceutical organization across a variety of organizational levels and disciplines with high expectations and a customer focus which drives the need for quality deliverables and performance
• Experience working with senior /executive management to clearly and concisely present strategic plans for endorsement
• Strong competitive and innovative mindset and strategic and analytical skills demonstrated by the ability to identify and interpret complex issues and provide appropriate recommendations across functional areas
• Demonstrated excellence in project management and working collaboratively effectively and managing multiple priorities and projects
• Proven skills in global pharmaceutical planning including the ability to develop and implement strategic and tactical plans and budget management
• Knowledge of key event management platforms including Cvent and VEM

People Leader Accountabilities

• Create Inclusion - knowing the business value of diverse teams modelling 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 organizational objectives and holding to account. They provide the support needed to remove barriers and connect their team to the broader ecosystem.

Ready to create possible together Hit apply

Equal Employment Opportunity (EEO)

It is the policy of Gilead Sciences Inc. and its subsidiaries and affiliates (collectively Gilead or the Company) to recruit select and employ the most qualified persons available for positions throughout the Company. Except if otherwise provided by applicable law all employment actions relating to issues such as compensation benefits transfers layoffs returns from layoffs company-sponsored training education assistance social and recreational programs are administered on a non-discriminatory basis (i.e. without regard to protected characteristics or prohibited grounds which may include an individuals gender race color national origin ancestry religion creed physical or mental disability marital status sexual orientation medical condition veteran status and age unless such protection is prohibited by federal state municipal provincial local or other applicable laws). Gilead also prohibits discrimination based on any other characteristics protected by applicable laws.

For Current Gilead Employees and Contractors:

Please apply via the Internal Career Opportunities portal in Workday.