Administrative Coordinator

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.
 

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
 

We are seeking an experienced, highly organized, and proactive administrative professional to provide administrative support to key leaders in the Oncology Clinical Development Organization. The position will be on-site and based in Foster City, CA. The position has a high level of visibility on the team and within the organization.

Key Responsibilities

• Perform a wide variety of administrative activities including handling complex projects and complex events requiring the gathering, reporting, sharing of information.

• Advanced skills and extensive experience in the accurate creation of travel itineraries, expense reports, and calendar management for the executives.

• Use advanced level software programs such as MS Outlook, Excel, and PowerPoint to create graphs, charts, spreadsheets, and presentations.

• Manage workflows, including creating and processing work orders, purchase orders, and onboarding suppliers.

• Recommend, interpret, and/or implement company and internal administrative policies and procedures and serves as a lead for the department by guiding/informing/advising other professionals.

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

• Interfaces with a very broad range of internal management and staff in the course of meeting a wide range of administrative needs.

• Attend meetings and accurately takes minutes, capturing the essence of the discussion and notes actions items for follow-up.

• Perform routine activities such as creating PowerPoint presentations, and assembling reports

• Work with Senior Admin Lead to design/revise processes to enhance workflow, which includes the use of software to generate reports, statistics, timelines, correspondence and presentations

• 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.

• Schedule candidate interviews and arrange hotel and travel accommodations ensuring a positive candidate experience in partnership with Talent Acquisition Anticipate and successfully arranges for needed resources in order to meet timelines

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

• 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.

• Assist with facilities space planning or office set-up. 

• May screen and prioritize manager’s mail and email. 

• Work collaboratively within a team of Administrative Coordinators.

• Assist in the orientation and onboarding of new administrative assistants and other staff.

• 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

Knowledge, Skills and Abilities

• Demonstrated effective verbal, written, and interpersonal skills.

• Strong attention to detail and highly organized

• High level of integrity and confidentiality with sensitive information

• Proven knowledge and understanding of administrative and office policies and procedures.

• Must possess good proofreading and editing skills of technical documents.

• Ability to review the work of lower-level administrative assistants.

• Demonstrated high level of proficiency with MS Office Suite, Outlook, Word, PowerPoint and Excel.

• Works under minimal supervision; proactive and anticipates future department needs and prepares accordingly.

Basic Qualifications

• BA/BS and 0+ years of relevant experience; OR

• AA and 2+ years of relevant experience; OR

• High school diploma and 3+ years of relevant experience

Preferred Qualifications

• Experience as a senior administrative experience supporting executive(s)

• AA or higher preferred

 

The salary range for this position is: $109,650.00 - $141,900.00. 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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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 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 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.
 

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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 apply via the Internal Career Opportunities portal in Workday.