Senior Tradeshow/Conference Planner

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.   

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