Senior Tradeshow / Conference Planner

Senior Tradeshow / Conference Planner

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 mid size 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 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.
• Mentor less experienced employees on event planning, logistics and project management.
• 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.

Basic Qualifications :

Master's in marketing, event management, or other related and 3+ years of experience in congress and event management OR Bachelor's in marketing, event management, or other related fields and 5+ years of experience in congress and event management OR Associates Degree in marketing, event management, or other related fields and 5+ years of experience in congress and event management OR High School Diploma / GED and 9+ years of experience in congress and event management.

Prefer Qualifications :

This role will require travel approximately 20%. This role is Foster City based with three days in the office (T, W, Th).