Bryan Allen Events is hiring : Corporate Event Planner in San Mateo

Overview Corporate Event Planner role at Bryan Allen Events. This is a contracted position with our client, Gilead Sciences (October 2025 - June 2026 with possibility of extension based on performance).

Learn more about Gilead Sciences here : https : / / www.gilead.com / .

Job Description

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 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 proactive 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.

Education and Experience Requirements :

Requires a minimum of 2 years relevant experience in project planning

Pharmaceutical or health care industry is an advantage

Company Description

Bryan 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.

For more information visit us at www.bryanallen.com.

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