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Quality Documents and Training Administrator

2 months ago

Foster City, United States Gilead Sciences Full time

Responsibilities:

  • Excellent employment opportunity for a Quality Documents and Training Administrator - II in the Foster City, CA area.
  • Seeking a dynamic, highly motivated, and experienced Training Coordinator focused on Event planning and project management for Commercial Learning + Development.
  • The CL+D Training Coordinator will lead the planning and implementation of US Commercial training events (New Hire Training, Leadership Training, Emerging Leader Training, etc).
  • The position will collaborate with cross functional partners to ensure flawless logistical execution and ensure projects are delivered on time.
  • Remote Eligible Contractor Position
  • Lead projects to successful delivery while providing an exceptional stakeholder experience
  • Engage stakeholders to align project priorities, coordinate interdependencies, and navigate risks
  • Deliver an exceptional quality of executive level updates to senior management on a reoccurring basis
  • Lead process assessments while leveraging tools, such as process mapping and root cause analysis
  • Manages and executes training events and ad hoc training meeting requests
  • Partner with stakeholders on training event planning (new hire training, marketing training, leadership training, etc.) to ensure business needs are met.
  • Partners with Learning Operations Manager and vendors to ensure alignment across the event.
  • Execute RFPs, venue sourcing and site selection for best fit locations and evaluate vendor services and venues according to industry standards and stakeholder requirements; communicate and gain buy-in on recommendations.
  • Effectively negotiate contracts for hotels, venues and vendors
  • Manage all food and beverage for events (hotels, caterers, restaurants, etc.)
  • Source and oversee vendors for all production and audio-visual elements appropriate for events
  • Develop and manage project timelines and action plans in collaboration with cross-functional partners
  • Interface with internal training teams and external vendors to keep projects on track and meet deadlines
  • Produce pre-event communications (including websites and onsite materials), and post-event analysis including event analytics, identify gaps and areas of opportunities through debriefs and surveys, and drive recommendations for change to streamline and improve efficiencies
  • Registration management (invite lists, attendee management, rooming lists, name badges/placecards)
  • Manage planning meetings that involve cross-functional teams
  • Vendor management to ensure vendor deliverables and timelines are met
  • Evaluate and establish procedures relating to SOP maintenance around key activities for events to improve overall efficiencies, streamline execution and measure effectiveness.
  • Mentor colleagues (as needed) on event planning, logistics and project management
  • Will also have responsibility for strategic projects that impact the broader team and organization

Experience:



  • 7+ Years with BS/BA
  • 5+ Years with MS/MA or MBA
  • CL+D Training Coordinator – Events and Project Management
  • Extensive understanding and application of event planning principles, concepts, practices and industry standards
  • Demonstrate 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 within the respective meeting management.
  • 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.
  • Proven ability to influence decisions without authority for business focused outcomes.
  • Strong communication skills with an ability to influence objectives.
  • Proven Big Picture thinking and decision-making skills
  • Execution and problem-solving skills under pressure
  • Able to be successful working independently as well as within the context of a team
  • Ability to establish effective working relationships with a diverse range of stakeholders
  • Proficient in Microsoft Office suite.
  • Comfortable embracing new technologies and digital tools.

Preferred Qualifications:

• Degree in Event Management, Hospitality & Tourism Management or equivalent

• Significant meeting and event management experience

• Certified Meeting Professional (CMP)

• Early Technology Adapter and Technology mindset

• Resourceful, self-starter. Ability to work with limited direction in ambiguous situations

• Flexible in a fast-paced setting with competing and evolving tasks, remaining calm under pressure

• Biotech/pharmaceutical experience

• Ability to travel to Foster City for training events, approximately 25% domestically