Administrative Coordinator Medical Affairs (Belgium/Luxembourg)

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

Administrative Coordinator Medical Affairs (Belgium/Luxembourg)

Gilead Sciences Inc. is a researchbased biopharmaceutical company that discovers develops and commercialises innovative medicines in areas of unmet medical need. With each new discovery and investigational drug candidate we seek to improve the care of patients living with lifethreatening diseases around the world. Gileads therapeutic areas of focus include HIV/AIDS liver diseases cancer and inflammation.

We currently have an exciting opportunity for an Administrative Coordinator Medical Affairs to join Gilead Sciences Benelux at the Belgium office in Diegem.

Specific Job Requirements

You will have the following responsibilities:

• Provides administrative support to the Medical Affairs team meeting logistics calendar management budget contracting.
• Track and build meeting agendas minute taking and distribution to attendees of prework requirements assist and create presentation materials and draft technical documents as required
• Prioritize workload involving multiple large projects/timelines. Such projects may include coordinating or leading the implementation of new and/or revised software applications/databases including interfacing with vendors ensuring user training etc. with minimal guidance.
• Arrange for needed resources in order to meet timelines
• Use software programs such as Excel Word Copilot and PowerPoint to create graphs charts spreadsheets and presentations
• Under managers direction you will create draft reports documents presentations and templates using raw data. You may also gather data using internet searches.
• Understand the goals and objectives of the entire department and contribute to the attainment of those objectives.
• Keep the bigger picture in mind and influences workflows accordingly.
• Responsible for coordinating large events which includes the planning organizing and implementation of a number of internal and possible external events.
• Liaise with guests and speakers to assess needs and coordinate as needed such activities as travel hotel expense reports and tools and materials for presentations.
• Typically coordinate the preparation of annual budget reviews monthly budget reviews and researches variances.
• May assist with facilities space planning or office setup.
• Assist in the orientation of new administrative assistants and other staff.
• Ongoing you will act as a resource to other administrative assistants and be crosstrained to cover for another administrative assistant if they are out of the office for a limited or a more extended period of time.

Knowledge Experience and Skills:

• Minimum of a high school diploma plus 35 years administrative experience
• Experience in Pharma and one of our therapeutic areas (HIV Oncology Inflammation) can be an advantage.
• Experience with MDEON applications can be an advantage
• Excellent verbal written and interpersonal skills are required.
• Fluent in Dutch French and English
• Requires knowledge and understanding of administrative and office policies and procedures.
• Must possess good proofreading and editing skills of technical documents.
• Advanced knowledge and experience using a number of office software.
• Work under minimal supervision.
• Receives occasional direction from manager to perform nonroutine job responsibilities and duties.

Behaviours:

• Curious with learning agility
• Proactive and positive cando mentality
• Resilient profile with the ability to deliver in an ambiguous environment
• Ability to engage and manage multiple stakeholders to achieve the objectives
• Operational excellence
• Organized with systematic approach to prioritization

Gilead Core Values:

• Integrity (Always doing the right thing)
• Teamwork (Collaborating in good faith)
• Excellence (Working at a high level of commitment and capability)
• Accountability (Taking personal responsibility)
• Inclusion (Encouraging diversity

Equal Employment Opportunity (EEO)

It is the policy of Gilead Sciences Inc. and its subsidiaries and affiliates (collectively Gilead or the Company) to recruit select and employ the most qualified persons available for positions throughout the Company. Except if otherwise provided by applicable law all employment actions relating to issues such as compensation benefits transfers layoffs returns from layoffs companysponsored training education assistance social and recreational programs are administered on a nondiscriminatory basis (i.e. without regard to protected characteristics or prohibited grounds which may include an individuals gender race color national origin ancestry religion creed physical or mental disability marital status sexual orientation medical condition veteran status and age unless such protection is prohibited by federal state municipal provincial local or other applicable laws). Gilead also prohibits discrimination based on any other characteristics protected by applicable laws.

For Current Gilead Employees and Contractors:

Please apply via the Internal Career Opportunities portal in Workday.