Senior Event Planner

5 months ago

Uxbridge, United Kingdom Gilead Sciences Full time

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At Gilead we believe every employee deserves a great leader. As a people leader now or in the future, we expect that you will model and create an environment of inclusion, be intentionally focused on the hiring, development, growth and retention of talent, and empower teams to align and achieve goals.

**Job Description**:
Senior Event Planner - Medical Affairs

Gilead Sciences, Inc. is a research-based biopharmaceutical company founded in 1987, that has pursued and achieved breakthroughs in medicine for more than three decades, with the goal of creating a healthier world for all people.

Together we deliver life-saving therapies to patients in need. With the commitment and drive you bring to the workplace every day, you will be part of a team that is changing the world and helping millions of people live healthier, more fulfilling lives. Our worldwide staff is a close community where you can see the tangible results of your contributions, where every individual matters, and everyone has a chance to enhance their skills through ongoing development.

Position Summary

We are looking for an experienced individual in External Engagement projects, able to lead activities without direction from management.

Job Responsibilities- Inputs into the MA MAAP budget and project timelines.- Recommends process improvements to TA Partner and resolves escalated issues.- Point of contact for internal stakeholders- Identify and navigate business compliance needs and challenges- Attend Kick Off Meeting with Meeting Owner, Content Agency etc as Logistical & Compliance Expert Role - advise on timelines / identify whether the event will be outsourced to agencies for logistics support- Develop Brief for event requirements, to include HCP Payment requirements Virtual meeting provider (if required), Venue research, Logistical support (inc delegate management / registration / transfers / flights etc)- Manage brief with relevant suppliers, review scope / costs / proposals / timelines / budgets / contracts & MSA / IT security assessments / data privacy requirements / T&Cs. Could include selection of supplier - therefore multiple proposal options - may also include discussions with Meeting Owner to present solution, explain capabilities etc. Create comparisons of suppliers where appropriate/required to support in decision making- Liaise with all affiliates around correct Tier, COI & Spend on HCP/patient org to calculate correct FMV.- Complete correct contract per HCP / Patient Org/Rep- Liaise with BC on correct template / country-
- Ensure contract is circulated in a timely manner for signature by HCP / Patient Org/Rep and Business Owner-
- Liaise with TA support-
- Contract and supporting document correctly stored and uploaded to Apptus-
- Inclusion of projects into Asana/ MA Calendar/Global Events Calendar- Management and completion of Hospitality Form for hospitality services (accommodation, dinners, meetings’ food and beverages)- Managed through Asana - Event logistics plan (Project Plan/Logs Tool) produced & kept up to date in line with key milestones to include; Key deadlines - registration, accommodation cancellation etc., Key deliverables and stakeholders, Internal communications- Alignment with EFPIA, ABPI and local code and plan for sign-off of all elements of meeting- Provide a monthly overview of future events to Gilead Security Team- Review hotel proposals in line with Gilead HCP Hospitality SOP and event brief, ensure negotiated rates are included & contract clauses. Ensure within GHost requirements- Production of Gilead Event registration website- Compliance review of registration website for HCP use- Logistics finance management including Final cost reconciliation / invoicing- Onsite meeting delivery- Production of on-site materials such as signage- LIVE MEETING (Vendor management of events agency partner)- Liaison & management of venue:- Liaison with venue to ensure set ups and timings are finalised-
- Negotiation and signing of venue contract.-
- Inclusion of Gilead contract clauses, where possible-
- Accompanied site visits-
- Manage room block and attrition-
- Management of dietary requirements-
- Menu selections in line with Gilead HCP Hospitality SOP-
- Management of Production requirements in line with the Event brief.-
- Supplier selection and contracting-
- Order of appropriate equipment and services-
- Management of DMC in line with the Event brief.-
- Supplier selection and contracting-
- Management of appropriate services-
- Creation of Team building / entertainment proposals, where applicable-
- VIRTUAL MEETING- Liaise with Gilead IT around vendor virtual solutions, IT assessments & suitability- Research and identify best partner depending on brief received. Comparison of vendor options and liaison with TA team and Med Comms agency for selection- Liaison with Business Conduct team to ensure correct process is followe

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