Job Details

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.