Senior Event Planner, Medical Affairs Congresses

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

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 worlds 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.

The Senior Event Planner Medical Affairs Congresses is responsible for the endtoend operational planning and execution of Medical Affairsled congresses and scientific meetings with a primary focus on logistics executional rigor and datadriven operational support for scientific and medical presentations.

This role supports programs involving both internal employees and external healthcare professionals (HCPs) and ensures execution aligns with approved scope timelines and standards. A critical component of this role is the accurate entry management analysis and submission of large volumes of eventrelated data across multiple internal systems and channels requiring a high degree of precision organization and technical proficiency.

The role reports directly to the Director US & ACE Meetings and Events and operates within amatrixed congress execution model receiving operational direction from a designated congress operations lead within the Meting & Events team to ensure consistency and adherence to established congress processes.

This role is highly executionfocused and best suited for individuals who thrive in operational environments enjoy working directly in systems and data and take pride in precision and followthrough.

Medical Affairs Congress Execution

• Lead assigned Medical Affairsled congresses owning logistics planning and execution for scientific and medical presentations.

• Support all medical affairs centralized allocations and submission into appropriate channels.

• Translate business objectives into clear operational plans timelines and execution strategies.

• Coordinate support for programs involving internal teams and external HCPs ensuring alignment with approved scope and milestones.

• Manage a portfolio of high need meetings engagements and events with minimal day to day management oversight

Operational Execution & Data Management

• Own highvolume data entry validation reconciliation and submission related to Medical Affairs congress activities ensuring accuracy completeness and ontime delivery.

• Manage and maintain event data across multiple platforms and channels ensuring alignment between planning tools financial systems compliance requirements and reporting outputs.

• Analyze operational and financial data to identify discrepancies risks or process gaps and proactively resolve issues prior to submission deadlines.

• Ensure all data and documentation are auditready traceable and compliant with internal standards and regulatory expectations.

• Serve as a reliable operational partner by translating complex execution requirements into wellorganized trackers timelines and system inputs.

Stakeholder Partnership

• Partner closely with Medical Affairs stakeholders to define program scope objectives and logistical needs.

• Provide regular status updates identify risks and dependencies and advise on execution considerations.

Agency & Vendor Management

• Manage preferred agencies and external vendors to deliver scalable high quality congress support.

• Oversee vendor deliverables timelines and budgets escalating issues as needed to protect program integrity.

Onsite Execution

• Provide onsite oversight for assigned events managing registration meeting space AV food and beverage travel and ancillary logistics.

• Serve as the primary onsite escalation point to resolve issues in real time.

Project Management & Continuous Improvement

• Manage multiple concurrent congress programs and workstreams simultaneously maintaining rigorous attention to detail across timelines deliverables budgets and data inputs while meeting aggressive deadlines

• Manage timelines tasks and budgets using established project management tools.

• Oversee purchase orders invoicing reconciliation and post event financial reporting.

• Lead post event debriefs and contribute to continuous improvement of processes tools and SOPs.

Required Qualifications

• 5 years with a Bachelors degree required or 3 years experience with a masters degree; degree in Event Management Hospitality or related field preferred.

• Minimum 3-5 years of experience planning complex multistakeholder meetings or events.

• Demonstrated ability to manage large volumes of detailed data with accuracy and consistency across multiple systems.

• High level of technical proficiency and comfort learning and navigating event management financial and workflow tools.

• Exceptional attention to detail organization and followthrough in a fastpaced deadlinedriven environment.

• Proven ability to manage multiple projects simultaneously prioritize competing demands and execute with minimal oversight.

• Experience supporting Medical Affairs or scientific congresses in a regulated environment preferred.

• Proficiency in Microsoft Office required; experience with Smartsheet Asana Cvent or similar tools preferred.

• CMP certification preferred.

• Willingness and ability to travel up to 25% including occasional evenings or weekends as required.

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.

For additional benefits information visit:

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

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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.

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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.