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 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 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 life-changing 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

AtGileadour pursuit of a healthier world for all people has yielded a cure for hepatitis C revolutionary improvements in HIV treatment and prevention as well as advancements in therapies for viral and inflammatory diseases and certain cancers.

We set and achieve bold ambitions in our fight against the worlds most devastating diseases united in our commitment to confronting the largest public health challenges of our day and improving the lives of patients for generations to come.

Provides high-level administrative and coordination support to an individual manager and to the Regulatory Safety and Quality teams based in Parsippany NJ. The role requires sound judgment strong organization discretion attention to detail and the ability to manage multiple priorities projects and timelines with minimal supervision.

Specific job responsibilities

• Provides administrative and clerical support to the manager and to the Regulatory Safety and Quality teams in Parsippany partnering across functions and with internal and external stakeholders as needed.

• Manages complex calendars schedules meetings across time zonesanticipatesconflicts prepares agendas and meeting materials and organizes internal and cross-functional meetings.

• Plans and coordinates domestic and international business travel for the manager including air hotel ground transportation and otherlogisticsthrough approved company channels. Prepares clear comprehensive itineraries that include confirmation details meeting locations local transportation key contacts and relevant timing information; monitors travel changes and promptly updates the traveler and affected stakeholders.

• For international travel proactivelyidentifiesandhelpscoordinate applicable passport and visa needs country-specific guidance travel risk reviewsrequiredapprovals security considerations and IT equipment requirements. Ensures arrangements are madein accordance withcurrent company travel expense security and country-specific policies.

• Coordinates interview and onboarding activities including scheduling travel arrangements agendas assessment materials computer equipment workspace needs and new-hire materials for the employees first day.

• Orders office and business supplies through SAP Ariba Procurement andmaintainsappropriate records. Creates and processes purchase requisitions and purchase orders monitors approvals and status coordinates with suppliers and internal partners and supports PO updates receiving invoice resolution accrual review and closeout activities as applicable andin accordance withcompany policies and approval authorities.

• Plans and coordinates large meetings and events in the United States and internationally as needed. Manages end-to-endlogistics including venueselection contracts and purchase orders budgets attendee communications registration room blocks catering audiovisual and technology needs travel and ground transportation speaker and guest requirements presentation materials on-site support expense reconciliation and post-event follow-up.

• Coordinates international events and group travel in alignment with applicable country guidance travel and security requirements local regulations business conduct requirements and company approval processes. Escalates issues andengagesProcurement Travel Security IT Legal Compliance Finance Facilities and other partners asappropriate.

• Tracks gathers records and verifies complex data and information from multiple sources. Conducts research assignments supports budget tracking andassistswith monthly budget reviews and variance research as directed by the manager.

• Creates edits proofreads and formats correspondence technical documents reports presentations templates spreadsheets charts and other materials using Microsoft 365 applications and other relevant systems.

• Prioritizes workload across multiple projects and timelinesidentifiesrequired resources follows through on commitments and keeps broader department goals andobjectivesin view when coordinating work.

• Liaises with external agencies vendors guests and speakers to coordinate activities important to the function. Supportsfacilitiesspace planning office setup and other operational needs asrequired.

• Serves as a resource to other administrative professionalsassistswith orientation and knowledge sharing and provides coverage for other administrative colleagues when needed.

Knowledge skills and abilities

• Excellent verbal written interpersonal organizational proofreading and editing skills including the ability to handle technical and confidential information with discretion.

• Demonstratedability to plan complex domestic and international travel and to create detailedaccurate and easy-to-follow travel itineraries.

• Experience coordinating large meetings and events in the United States and internationally with strong attention tologistics budgets deadlines and stakeholder communications.

• Working knowledge of SAP Ariba Procurement or a comparable purchasing system including purchase requisitions purchase orders supplier coordination receiving and invoice follow-up.

• Advancedproficiencywith Microsoft Outlook Word Excel PowerPoint Teams and SharePoint; ability to learn and useadditionaladministrative procurement travel and expense systems.

• Ability to work independently under minimal supervision exercise good judgment adapt to changing priorities and support multiple teams and senior stakeholders in a fast-paced environment.

• Knowledge and understanding of administrative and office policies and procedures with a demonstrated commitment to following company policies approval requirements and applicable local guidance.

Specific education and experience requirements

• High school diploma or equivalent required;additionalbusiness administrative or related education is preferred.

• Minimum of 3 to 5 or more years of progressively responsible administrative experience including support for senior leaders or multiple functions.

• Experience supporting Regulatory Safety Quality pharmaceutical biotechnology healthcare or another highly regulated environmentis preferred.

• Experience coordinating international travel and large-scale events and using SAP Ariba Procurement or a comparable purchasing platform is strongly preferred.

For additional benefits information visit:

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

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 non-job related characteristics or other prohibited grounds specified in applicable federal state and local 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.

NOTICE: EMPLOYEE POLYGRAPH PROTECTION ACT
YOUR RIGHTS UNDER THE FAMILY AND MEDICAL LEAVE ACT

Gilead Sciences will not discharge or in any other manner discriminate against employees or applicants because they have inquired about discussed or disclosed their own pay or the pay of another employee or applicant. However employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information unless the disclosure is (a) in response to a formal complaint or charge (b) in furtherance of an investigation proceeding hearing or action including an investigation conducted by the employer (c) consistent with the legal duty to furnish information; or (d) otherwise protected by law.

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.

Please apply via the Internal Career Opportunities portal in Workday.