Corporate Event Planner

Contractor Position: Please note, this will be a contracted position with our client, Gilead Sciences (August 2025 - December 2025 and maybe through 2026). Learn more about Gilead Sciences here: https://www.gilead.com/.

Job Overview:
• Responsible for project management and coordination of all event planning logistics pertaining to US Medical Affairs External Programs, mainly to Advisory Meetings
• Use Gilead project management software (Asana) and templates to effectively manage simultaneous programs from the US Medical Affairs Meeting & Events team
• Coordinate and process external speaker contracts, payments, and reporting pertaining to US Medical Affairs Meeting & Events Team
• Provide onsite support during US Medical Affairs meeting & Events programs to ensure accurate execution of program plans

Tasks:
• Collaborate with the US Medical Affairs team to forecast upcoming programs and provide project plans on all relevant projects
• Maintain all calendars and communication for internal and external audiences of the US Medical Affairs events, including but not limited to Advisory Meetings
• Manage the venue sourcing, selection, and management process pertaining to US Medical Affairs external programs. Management of venue responsibilities include but not limited to; contract reviews, food and beverage orders, space set-up and audio-visual order
• Maintain Gilead’s project management software (Asana) up to date with project details including capture of key project deadlines and milestones
• Maintain detailed program budget sheets and ensure accurate and timely budget reconciliation process
• Develop, test, and launch registration platforms pertaining to Medical Affairs programs, which may include hotel and air coordination for HCP attendees
• Develop and print any necessary onsite materials
• Ensure all documentation for program management is captured and achieved accordingly for relevant programs.
• Maintain the appropriate documentation and approvals for all necessary programs, including use of Veeva Events Management system
• Travel to and provide onsite delivery of US Medical Affairs programs

Qualifications/ Desired Skills:
• 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.
• Strategic thinking – demonstrates strategic orientation by recognizing simpler patterns in complex situations and projecting outcome.
• Pro-actively identifies gaps and increases efficiencies in current standard operating processes.
• Proficient in Microsoft Office suite. Comfortable embracing new technologies and digital tools such as financial management, work order management and mobile app technologies
• Experience with Sharepoint, SAP/Ariba advantageous
• Must have demonstrated excellence in negotiating vendor contracts and managing vendors
• Must have demonstrated excellence in managing multiple, simultaneous, complex projects
• Must have demonstrated excellence in providing customer service and establishing effective working relationships with a diverse range of internal and external key stakeholders.
• Must have demonstrated excellent communication and problem-solving skills
• Must have demonstrated excellence in working independently under pressure
• Must have demonstrated success in supervising the tasks of more junior employees
• Must have experience in giving formal presentations to internal groups or departments
• Execution and problem-solving skills under pressure is core to this role.

Specific Education and Experience Requirements:
• Requires a minimum of 2-years relevant experience in the project planning.
• Pharmaceutical or health care industry an advantage.

Company DescriptionBryan Allen Events (BAE) specializes in producing corporate events such as product launches, meetings, conventions, and road shows. Our team at BAE has been built to reflect confidence, attention to detail and strong work ethic in all we do. We are experienced and enthusiastic about creating amazing experiences for clients and attendees alike. We live for the excitement of taking on projects and giving our clients and their events the utmost care. Each of our team members has extensive knowledge and poise in the industry while individually bringing something unique to the table. For more information visit us at www.bryanallen.com.

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