Congress Planner

Arbeitsbeschreibung

At Gilead, we’re creating a healthier world for all people. For more than 35 years, we’ve 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 world’s biggest health challenges, and our mission requires collaboration, determination and a relentless drive to make a difference.

Every member of Gilead’s 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 we’re 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

Gilead's mission is to discover, develop, and deliver therapies that will improve the lives of patients with life-threatening illnesses worldwide. As a Congress Planner you will join our Global Congress Center of Excellence department and will be responsible for assisting the team in the planning and execution of pharmaceutical congresses. This role will focus on providing logistical and administrative support to ensure that events run smoothly and meet organizational goals. The candidate must have a strong background in event coordination, excellent communication skills, and a proactive approach to problem-solving.

This is a remote role that can be based through out the US.

Job Responsibilities

Collaborate in 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 CoE and other meetings functions across Gilead.

• In partnership with our agency support, management of meeting registration, accommodation, and ancillary meeting requests for Gilead participants. Registration management includes (invite lists, attendee management, rooming lists, name badges). Work closely with the Congress Orchestrator and Senior Congress Manager in internal workgroups and collaborate with external agencies to develop the exhibit booth, promotional materials, and program resources for key customers at congresses.

• Knowledge of exhibit booth asset management for large, mid, and small portable programs. E.g. 100x70, 50x40, 20x20, and 10x10 exhibits and tabletops.

• Establishes SOP maintenance around key activities for congresses to improve coordination, streamline execution, and measure effectiveness.

• When needed, meet with conference organizers to ensure Gilead is informed on latest congress protocol for the association; inform 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, 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.

• 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

Minimum Required Education and Years of Experience:

Bachelor's Degree and Five Years’ Experience

OR

Masters' Degree and Three Years’ Experience

Knowledge & Skills/Competencies

• Significant congress and event management experience - required

• 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, Jifflenow, and platforms to host virtual or hybrid congresses and meetings (ON24, Intrado, Adobe Connect).

• This role will require travel approximately 25%

• Event Management, Marketing, or equivalent experience - strongly preferred

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

• Experience in biotech or pharmaceuticals industry- strongly preferred

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.

The salary range for this position is: $104,805.00 - $135,630.00. Gilead considers a variety of factors when determining base compensation, including experience, qualifications, and geographic location. These considerations mean actual compensation will vary. This position may also be eligible for a discretionary annual bonus, discretionary stock-based long-term incentives (eligibility may vary based on role), paid time off, and a benefits package. Benefits include company-sponsored medical, dental, vision, and life insurance plans*.

For additional benefits information, visit:

https://www.gilead.com/careers/compensation-benefits-and-wellbeing

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

For jobs in the United States:

As an equal opportunity employer, Gilead Sciences Inc. is committed to a diverse workforce. Employment decisions regarding recruitment and selection will be made without discrimination based on race, color, religion, national origin, gender, age, sexual orientation, physical or mental disability, genetic information or characteristic, gender identity and expression, veteran status, or other non-job related characteristics or other prohibited grounds specified in applicable federal, state and local laws. In order to ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Era Veterans' Readjustment Act of 1974, and Title I of the Americans with Disabilities Act of 1990, applicants who require accommodation in the job application process may contact ApplicantAccommodations@gilead.com for assistance.

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