Event Planner

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.

• 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.

• 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.