Event Planner

Position Overview 

We are seeking a detail-oriented and proactive Event Planner II to join the Medical Affairs Meeting & Events team as a contractor (1 year contract). This mid-level role is critical to the compliant planning and execution of Medical Affairs programs, including Advisory Boards, departmental meetings, and other HCP-facing events. The ideal candidate will be a self-starter with proven experience managing complex logistics, vendor relationships, and healthcare professional (HCP) engagements in accordance with regulatory and internal compliance standards. The role is based in our Uxbridge office 3 days per week. 

Event Planner II – Medical Affairs Meeting & Events (Contractor) 

Key Responsibilities 

• Independently manage the planning and execution of Medical Affairs Advisory Programs, annual departmental meetings, and other strategic events. 

• Ensure all HCP engagements are executed in full compliance with internal policies, industry regulations, and legal requirements, including contract management, payment processing, and transfer of value (ToV) reporting. 

• Collaborate with internal stakeholders, external vendors, and cross-functional teams to ensure all event elements meet expectations and compliance standards. 

• Serve as the primary point of contact for HCPs and internal stakeholders regarding travel, honoraria, and event logistics. 

• Submit and manage events through internal compliance systems, ensuring accurate documentation and timely approvals. 

• Oversee the creation, execution, and tracking of HCP contracts and related documentation. 

• Coordinate honorarium payments and ensure timely and accurate reporting of ToV data in alignment with global transparency requirements (e.g., Sunshine Act, EFPIA). 

• Attend events to ensure flawless execution of catering, travel, AV, meeting space, and off site dinners. 

• Prepare and distribute internal communications related to meetings and events. 

• Conduct post-event analysis and reporting, including metrics, budget reconciliation, and compliance documentation. 

• Recommend venues, transportation, catering, and other services based on program needs and compliance considerations. 

• Negotiate contracts and service terms with vendors, ensuring alignment with procurement and legal standards.

• Conduct site visits to evaluate venues and services against internal standards. 

• Manage event budgets: initiate purchase orders, honorariums, and check requests; track and reconcile expenses; report per legal and compliance requirements. 

• Support process development and continuous improvement initiatives within the department. 

• Provide training to other teams on relevant policies and procedures related to compliant event execution. 

Qualifications 

• Bachelor’s degree and a minimum of 4 years of experience in pharmaceutical or event planning industries, with a strong focus on HCP engagement and compliance. 

• Demonstrated success in managing events, negotiating contracts, and overseeing vendor relationships. 

• Strong understanding of compliance requirements related to HCP interactions, including ToV reporting and contract/payment processes. 

• Excellent project management skills with the ability to manage multiple priorities independently. 

• Exceptional customer service and interpersonal skills; ability to build effective relationships across diverse stakeholder groups. 

• Strong written and verbal communication skills; adept at problem-solving and navigating complex compliance scenarios. 

• Proficiency in Microsoft Office Suite and familiarity with internal compliance systems. 

• Familiarity with Gilead products and internal policies is preferred. 

• Ability to work independently under pressure and deliver high-quality, compliant results.

To apply for the position, please send your CV with cover note on why this job interests you to: lauren.moulsley@gilead.com