Administrative Coordinator

For Current Gilead Employees and Contractors:

Please log onto your Internal Career Site to apply for this job.

At Gilead, we're creating a healthier world for all people. For more than 35 years, we've tackled diseases such as HIV, viral hepatitis, COVID-19 and cancer - working relentlessly to develop therapies that help improve lives and to ensure access to these therapies across the globe. We continue to fight against the world's biggest health challenges, and our mission requires collaboration, determination and a relentless drive to make a difference.

Every member of Gilead's team plays a critical role in the discovery and development of life-changing scientific innovations. Our employees are our greatest asset as we work to achieve our bold ambitions, and we're looking for the next wave of passionate and ambitious people ready to make a direct impact. Join Gilead and help create possible, together.

Job Description

Position Overview:

We are seeking an experienced, highly organized, and proactive senior administrative professional to provide administrative support to the Vice President of Development Operations, and leadership team. The position will be based in Foster City, CA and will have a high level of visibility in the organization.

Key Responsibilities:

Team Support:

• Schedule high-level meetings and workshops.

• Process expense reports, compose correspondence, and format documents as needed.

• Collaborate with Admin Coordinators within the Development Operations team and across Gilead to ensure cohesive support.

• Provide logistical support for departmental meetings and events.

• Assist in organizing team events and special projects.

• Support team onboarding processes as needed.

Day-to-Day Management:

• Manage calendar for Vice President of Development Operations.

• Maintain confidentiality and sensitivity in handling documents and information.

• Process accounting requests, including purchase orders, vendor setups, and invoice processing.

• Track budgets, invoices, and reconcile financial data in collaboration with finance.

• Ensure adherence to compliance standards and company policies in all administrative tasks.

• Prioritize workload involving multiple large projects/timelines.

Meeting Planning and Coordination:

• Assist in meeting logistics, including room reservations, technology setup, and catering arrangements.

• Maintain internal portals and documentation related to meetings and projects.

• Coordinate large events which includes the planning, organizing and implementation of a number of event activities.

Additional Department Support:

• Understand the goals and objectives of the entire department and contributes to the attainment of those G&O's. Keeps the bigger picture in mind and influences workflows accordingly.

• Anticipate and successfully arranges for needed resources in order to meet timelines.

• Provide support with team onboarding processes, including preparing necessary documentation and coordinating orientation sessions.

• Act as a point of contact for administrative inquiries and support across the department.

• Interfaces with senior level external parties to provide information and answer queries.

• Participate in administrative continuous improvement activities to streamline processes and enhance efficiency.

• Serve as a subject matter expert on essential IS/IT administrative systems, including meeting technology and SharePoint Online.

• Collaborate with other administrative colleagues to advise on best practices and simplify administrative tasks.

• Schedule candidate interviews and arrange hotel and travel accommodations ensuring a positive candidate experience in partnership with Talent Acquisition

• May coordinate the preparation of annual budget, reviews monthly budget, reviews, and research variances.

• Under manager's direction, creates draft reports, documents, presentations, and templates using raw data.

• Ongoing, acts as a resource to other administrative assistants and is cross-trained to cover for another administrative assistant if he/she is out of the office for an extended period of time.

• Process employee recognition award requests.

Basic Qualifications:

• Proficiency in Microsoft Excel, Word, PowerPoint, Visio, and MS Teams.

• Fluency in English, both oral and written.

• Strong attention to detail in day-to-day tasks.

• Experience in administrative coordination within the pharmaceutical/biotech industry.

• Bachelor's Degree or equivalent experience.

• Ability to handle confidential information with integrity and discretion.

• Demonstrated leadership and collaboration skills within the team.

• Proactive approach, comfort with responding to changing priorities.

• Ability to work independently with minimal supervision.

• Excellent time management and organizational abilities.

• Strong interpersonal and communication skills, both internally and externally.

• Familiarity with development, project management, and commercial teams' functions.

Specific Education and Experience Requirements

• Requires a minimum of a high school diploma plus 3+ years senior administrative experience supporting executive(s)
• Associates Degree or higher preferred

The salary range for this position is: $107,270.00 - $138,820.00. Gilead considers a variety of factors when determining base compensation, including experience, qualifications, and geographic location. These considerations mean actual compensation will vary. This position may also be eligible for a discretionary annual bonus, discretionary stock-based long-term incentives (eligibility may vary based on role), paid time off, and a benefits package. Benefits include company-sponsored medical, dental, vision, and life insurance plans*.

For additional benefits information, visit:

https://www.gilead.com/careers/compensation-benefits-and-wellbeing

• Eligible employees may participate in benefit plans, subject to the terms and conditions of the applicable plans.

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As an equal opportunity employer, Gilead Sciences Inc. is committed to a diverse workforce. Employment decisions regarding recruitment and selection will be made without discrimination based on race, color, religion, national origin, gender, age, sexual orientation, physical or mental disability, genetic information or characteristic, gender identity and expression, veteran status, or other non-job related characteristics or other prohibited grounds specified in applicable federal, state and local laws. In order to ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Era Veterans' Readjustment Act of 1974, and Title I of the Americans with Disabilities Act of 1990, applicants who require accommodation in the job application process may contact ApplicantAccommodations@gilead.com for assistance.

For more information about equal employment opportunity protections, please view the 'Know Your Rights' poster.

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Gilead provides a work environment free of harassment and prohibited conduct. We promote and support individual differences and diversity of thoughts and opinion.

For Current Gilead Employees and Contractors:

Please log onto your Internal Career Site to apply for this job.