Senior Manager, Asia Events is a senior level position overseeing event planning projects, directing workflow, and intervening when necessary to resolve issues. He/She interacts regularly with senior Gilead stakeholders and executives, understands their goals and objectives for various events and takes a pro-active approach for planning and execution of current and future events.
Supports Medical Affairs Project Leads in each Therapeutic Area, as well as Regional and Global Leadership Team with event production. Works in partnership with the relevant team lead within Medical Affairs Operations and the Global and Regional Medical Directors to manage consistency and efficiency in all relevant departmental operations and processes. Responsible for delivery of all logistics aspects of meetings meet their expectations, including but not limited to:
Medical Affairs Advisory Programs
Medical Educational forums
Scientific Exchange Meetings
Medical Affairs portion of National Meeting
Annual Medical Affairs Conference
Medical Scientists Post-Conference Debrief
Learning and Development training events
Pre- and Post-Conference Presentations
Strategic planning: reviews Global, Regional and Country-specific Medical Affairs Plans of Action. Based on the event strategy developed by each TA or LT team, develops annual Medical Affairs events plan, annual global and regional conference travel plan. Plans and drives planning and execution of all Medical Affairs events in Asia (including, but not limited to regional and local conferences, educational seminars and advisory boards). Manages on-site execution of all events.
Performs the day-to-day planning and execution of logistics for all Medical Affairs events in Asia, including communication with the scientific societies, congress secretariats, selected logistics vendors. Provides interface between scientific societies and congress secretariats and Gilead TA leads and TA teams.
Oversees organization, reconciliation and archival of the all event-related materials, including but not limited to contracts, permissions and agreements. Ensures all related financial, contractual and business compliance related documents are correct/final and stored in a well-organized manner.
Provides leadership and oversight of external events logistics vendors supporting day-to-day needs of event planning in Asia.
Closely follows SOPs and works closely with International Medical Affairs Business Compliance, Legal and Finance and/or other relevant functions in order to remain in full compliance with all applicable local policies and regulatory guidelines. May manage SOP maintenance around key activities for events to improve coordination, streamline execution, and measure effectiveness.
Works with IMA business support team to improve effectiveness of Medical Affairs events in Asia. Maintains and finetunes processes around event logistics that respond to current and future needs.
Stays current on latest events trends and technologies to ensure optimized operational processes and attendee experiences.
Qualifications
Seeking a candidate with 8+ years of relevant working experience within a forward-thinking biotechnology or pharmaceutical company or event agency with specific focus on pharmaceutical industry. Strong preference for a candidate with experience in Medical Affairs operations (i.e. production of advisory boards, communications with healthcare providers and scientific societies, experience managing faculty. etc.).
Familiar with business customs and contract customs across Asia, especially with the university hospital secretariats.
Firm knowledge of virtual event planning and execution, technology and vendors.
Partners strategically with cross-functional teams. A proven track record of influencing people, excellent interpersonal skills with a solid ability to work professionally with senior executives, vendors and team members at all levels of the organization. Ability to establish effective working relationships with a diverse range of stakeholders.
Demonstrated influence: Communicating persuasively – excellent verbal, written and interpersonal skills with ability to influence senior management and to establish effective working relationships with a diverse range of stakeholders.
Demonstrated fundamental project management skills and anticipates issues; highly organized, detail focused, results-driven and accountable. Ability to multi-task in a deadline intensive environment to produce high quality results. Proven track record of managing complex operations.
Demonstrated analytical expertise: Problem definition – ability to use a combination of logic, analysis and relevant experience to assess a situation and accurately define the problem and scope of the primary issue.
Demonstrated critical thinking skills with ability to anticipate and resolve issues.
Key contributor to the development of new concepts, techniques, and standards Strong team player. Collaborative, proactive, creative, entrepreneurial, and thriving in high-pressure situations. Ability to prioritize and work independently.
Strong preference for a candidate with international and multicultural experience, demonstrated cultural agility and adaptability in a changing global environment.
Mastery of paperless and virtual/remote/on-the-go working environments. Proficiency in Microsoft Excel, PowerPoint and Word, and strong working knowledge of databases is required. Assesses future technologies for the department and directs departmental implementation of new technologies.
