Getting Hired
Senior Tradeshow/Conference Planner
Getting Hired, Foster City, California, United States, 94420
Overview
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 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.
Responsibilities
Independently manage all aspects of participation in and execution of congress presence for Gilead, including but not limited to:
Congress management with strategic partnership and collaboration with stakeholders, budget management and optimization, vendor management, and collaboration 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 booths, promotional materials, and program materials for delivery to key customers at congresses.
Knowledge of exhibit booth asset management for mid-size and small portable programs (e.g., 20x20, 10x10 exhibits, tabletops).
Tech-savvy with experience in managing microsite/web development for virtual congresses.
Attend events to ensure execution of booth setup and dismantle, registration badge and material pickup, dissemination to attendees via the Gilead Business Center, and management of on-site meetings and events.
Interface with conference organizers to stay informed of latest congress protocol and provide recommendations to improve attendee experience.
Develop and implement event timelines and action plans in collaboration with cross-functional partners.
Lead logistical pre-event planning, onsite execution, and post-event wrap-up/analysis (surveys, debriefs, budget reconciliation).
Evaluate and update SOPs for key event activities to improve efficiencies, streamline execution and measure effectiveness; drive recommendations for changes based on identified gaps.
Manage budgets (POs, reimbursements, honorariums), track and reconcile expenses, and report per legal requirements. Manage budget and monthly accruals for events, making decisions based on experience and value.
Conduct site visits to evaluate vendor services and venues, communicating recommendations for buy-in.
Vendor management to ensure deliverables and timelines are met.
Mentor less experienced employees on event planning, logistics and project management.
Lead strategic projects that impact the broader team and organization; may roll out new applications, tools, and processes to end-users.
Manage without direct authority, providing leadership and oversight of events led by other planners to ensure consistency across the organization.
Contribute to the development of new concepts, techniques and standards.
Basic Qualifications
Master’s in marketing, event management, or related field with 3+ years of congress and event management experience.
OR Bachelor’s in marketing, event management, or related field with 5+ years of congress and event management experience.
OR Associate’s Degree in marketing, event management, or related field with 7+ years of congress and event management experience.
OR High School Diploma/GED with 9+ years of congress and event management experience.
Preferred Qualifications
5+ years of related experience and a BS or BA 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.
Analytical skills, influence and initiative; proactive in cross-functional responsibilities to improve efficiencies.
Strategic thinking with the ability to recognize patterns in complex situations and project outcomes.
Execution and problem-solving skills under pressure; strong communication and ability to influence senior management.
Ability to establish effective working relationships with diverse stakeholders.
Proficiency in MS Office; comfortable with new technologies and digital tools (e.g., financial systems, work order management, Cvent, Crowd Compass, JiffleNow, SmartSheet; platforms for virtual/hybrid congresses such as ON24, Intrado, Adobe Connect).
Travel approximately 20% of the time.
Based in Foster City, with three in-office days (Tuesday–Thursday).
Benefits and Other Information Ready to create possible, together? Hit apply. The salary range for this position is: $117,895.00 - $152,570.00. Gilead considers a variety of factors when determining base compensation, including experience, qualifications, and geographic location. This position may be eligible for discretionary annual bonus, discretionary stock-based long-term incentives, paid time off, and a benefits package. Benefits include company-sponsored medical, dental, vision, and life insurance plans. Eligible employees may participate in benefit plans, subject to plan terms. For more information about benefits, visit the compensation, benefits and wellbeing page.
Gilead Sciences Inc. is an equal employment opportunity employer. We are committed to fostering an inclusive work environment with diverse perspectives, backgrounds, and experiences. Applicants and employees will be evaluated based on ability, experience, and job-related qualifications without regard to race, color, religion, national origin, sex, age, sexual orientation, disability, genetic information, gender identity or other protected status. Reasonable accommodations are available in accordance with applicable laws. For more information, please view the Know Your Rights poster.
For Current Gilead Employees and Contractors: Please apply via the Internal Career Opportunities portal in Workday.
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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 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.
Responsibilities
Independently manage all aspects of participation in and execution of congress presence for Gilead, including but not limited to:
Congress management with strategic partnership and collaboration with stakeholders, budget management and optimization, vendor management, and collaboration 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 booths, promotional materials, and program materials for delivery to key customers at congresses.
Knowledge of exhibit booth asset management for mid-size and small portable programs (e.g., 20x20, 10x10 exhibits, tabletops).
Tech-savvy with experience in managing microsite/web development for virtual congresses.
Attend events to ensure execution of booth setup and dismantle, registration badge and material pickup, dissemination to attendees via the Gilead Business Center, and management of on-site meetings and events.
Interface with conference organizers to stay informed of latest congress protocol and provide recommendations to improve attendee experience.
Develop and implement event timelines and action plans in collaboration with cross-functional partners.
Lead logistical pre-event planning, onsite execution, and post-event wrap-up/analysis (surveys, debriefs, budget reconciliation).
Evaluate and update SOPs for key event activities to improve efficiencies, streamline execution and measure effectiveness; drive recommendations for changes based on identified gaps.
Manage budgets (POs, reimbursements, honorariums), track and reconcile expenses, and report per legal requirements. Manage budget and monthly accruals for events, making decisions based on experience and value.
Conduct site visits to evaluate vendor services and venues, communicating recommendations for buy-in.
Vendor management to ensure deliverables and timelines are met.
Mentor less experienced employees on event planning, logistics and project management.
Lead strategic projects that impact the broader team and organization; may roll out new applications, tools, and processes to end-users.
Manage without direct authority, providing leadership and oversight of events led by other planners to ensure consistency across the organization.
Contribute to the development of new concepts, techniques and standards.
Basic Qualifications
Master’s in marketing, event management, or related field with 3+ years of congress and event management experience.
OR Bachelor’s in marketing, event management, or related field with 5+ years of congress and event management experience.
OR Associate’s Degree in marketing, event management, or related field with 7+ years of congress and event management experience.
OR High School Diploma/GED with 9+ years of congress and event management experience.
Preferred Qualifications
5+ years of related experience and a BS or BA 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.
Analytical skills, influence and initiative; proactive in cross-functional responsibilities to improve efficiencies.
Strategic thinking with the ability to recognize patterns in complex situations and project outcomes.
Execution and problem-solving skills under pressure; strong communication and ability to influence senior management.
Ability to establish effective working relationships with diverse stakeholders.
Proficiency in MS Office; comfortable with new technologies and digital tools (e.g., financial systems, work order management, Cvent, Crowd Compass, JiffleNow, SmartSheet; platforms for virtual/hybrid congresses such as ON24, Intrado, Adobe Connect).
Travel approximately 20% of the time.
Based in Foster City, with three in-office days (Tuesday–Thursday).
Benefits and Other Information Ready to create possible, together? Hit apply. The salary range for this position is: $117,895.00 - $152,570.00. Gilead considers a variety of factors when determining base compensation, including experience, qualifications, and geographic location. This position may be eligible for discretionary annual bonus, discretionary stock-based long-term incentives, paid time off, and a benefits package. Benefits include company-sponsored medical, dental, vision, and life insurance plans. Eligible employees may participate in benefit plans, subject to plan terms. For more information about benefits, visit the compensation, benefits and wellbeing page.
Gilead Sciences Inc. is an equal employment opportunity employer. We are committed to fostering an inclusive work environment with diverse perspectives, backgrounds, and experiences. Applicants and employees will be evaluated based on ability, experience, and job-related qualifications without regard to race, color, religion, national origin, sex, age, sexual orientation, disability, genetic information, gender identity or other protected status. Reasonable accommodations are available in accordance with applicable laws. For more information, please view the Know Your Rights poster.
For Current Gilead Employees and Contractors: Please apply via the Internal Career Opportunities portal in Workday.
#J-18808-Ljbffr