Administrative Coordinator

At Gilead were creating a healthier world for all people. For more than 35 years weve tackled diseases such as HIV viral hepatitis COVID19 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 worlds biggest health challenges and our mission requires collaboration determination and a relentless drive to make a difference.

Every member of Gileads team plays a critical role in the discovery and development of lifechanging scientific innovations. Our employees are our greatest asset as we work to achieve our bold ambitions and were looking for the next wave of passionate and ambitious people ready to make a direct impact.

We believe every employee deserves a great leader. People Leaders are the cornerstone to the employee experience at Gilead and Kite. As a people leader now or in the future you are the key driver in evolving our culture and creating an environment where every employee feels included developed and empowered to fulfil their aspirations. Join Gilead and help create possible together.

Job Description

Gileads mission is to discover develop and deliver therapies that will improve the lives of patients with lifethreatening illnesses worldwide. As a Administrative Coordinator we seek an experienced highly organized and proactive senior administrative professional to provide administrative support to the Vice President of Talent Development & Inclusion as well as the Vice President of HR Operations and their respective leadership teams. 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 meetings and workshops.

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

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

• Provide logistical support for departmental meetings and events.

• Assist in organizing team events and special projects including team onsite/offsites.

• Support team onboarding processes as needed.

• Support team with vendor onboarding purchase order and invoicing management.

DaytoDay Management:

• Manage calendar for VPs of TD&I and HR Operations

• Maintain confidentiality and sensitivity in handling documents and information.

• Process accounting requests including purchase orders vendor on boarding and invoice processing.

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

• 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 several event activities.

Additional Department Support:

• Understand the goals and objectives of the entire department and contribute to the attainment of those G&Os. Keep the bigger picture in mind and influence workflows accordingly.

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

• Provide support with team onboarding processes including preparing necessary documentation order equipment and coordinating orientation sessions for employees and contractors on the teams.

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

• Interface 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 managers 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.

• Maintain distributions lists for teams

Basic Qualifications:

High School and Five Years Experience

OR

Associate degree and Two Years Experience

OR

Bachelors Degree

Preferred Qualifications:

• Proficiency in Microsoft Excel Word PowerPoint Visio and MS Teams.
• Fluency in English both oral and written.
• Strong attention to detail in daytoday tasks.
• Experience in administrative coordination within the pharmaceutical/biotech industry.
• Bachelors 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.
• The position will be based ONSITE in Foster City CA.

For additional benefits information visit:

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

For jobs in the United States:

Gilead Sciences Inc. is committed to providing equal employment opportunities to all employees and applicants for employment and is dedicated to fostering an inclusive work environment comprised of diverse perspectives backgrounds and experiences. Employment decisions regarding recruitment and selection will be made without discrimination based on race color religion national origin sex age sexual orientation physical or mental disabilitygenetic information or characteristic gender identity and expression veteran status or other nonjob 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 for assistance.

For more information about equal employment opportunity protections please view theKnow Your Rights poster.

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PAY TRANSPARENCY NONDISCRIMINATION PROVISION

Our environment respects individual differences and recognizes each employee as an integral member of our company. Our workforce reflects these values and celebrates the individuals who make up our growing team.

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 apply via the Internal Career Opportunities portal in Workday.