Administrative Coordinator

For over 30 years, Gilead has been a leading innovator in virology, and we developed today’s leading medicines for treating and preventing HIV and treating viral hepatitis. More recently Gilead has expanded its oncology portfolio and seeks to become a leader in this critical disease area. In this Admin Coordinator role, you will support a group of competitive intelligence professionals with varied administrative support needs. You will provide support that ranges from basic calendar management to budget and accrual management to meeting/event support.

We are looking for someone who can be nimble and proactive in Gilead's dynamic and fast paced global organization. The Coordinator will have exceptional administrative and organizational skills as well as excellent written and verbal communication skills. This position requires a confident and capable demeanor and strong interpersonal skills to interact effectively with all levels of employees across a variety of functions.

Responsibilities

Reporting to the Executive Director & Head of the Competitive Intelligence Function:

Understands the goals and objectives of the entire department and contributes to the attainment of those Goals & Objectives. Keeps the bigger picture in mind and influences workflows accordingly.
Builds relationships with and understanding of the individuals in the team, their therapeutic area goals to help proactively address and support needs as they arise.
Ability to manage and prioritize multiple projects and requests
Coordinates the preparation of annual budget, reviews monthly budget, reviews and researches variances, maintains an accurate/up-to-date budget and PO tracker
Supports large events/meetings, including planning, implementation, travel and on-site needs (ex: logistics, IT, catering) as well as organizes and schedules meetings (ex: team offsites or core meetings)
Leads the process to open and maintain all vendor contracts (ex: MSAs, WOs, SOWs) and process/track all POs
Prioritizes 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.
Provides administrative and clerical support specific to the individuals they support, including managers and individual contributors. This could include things such as: expense reports, calendar management, facilitation of the candidate interview process.
Helps coordinate new hire onboarding by ensuring all computer equipment, peripherals, and all “new hire” materials are prepared for their first day at Gilead.
Tracks and verifies data, utilizing various software applications for data entry and sorting of information
Maintains electronic files (ex: distribution lists) and archives files as needed (ex: alerts, updates, CI documents)
Liaises with external agencies or organizations, to coordinate activities which are considered essential to the function or department.
Serves as ‘subject matter expert’ to Gilead processes and policies and can address questions as needed by the team
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.

Background

Excellent verbal, written, and interpersonal skills are required.
Knowledge and understanding of administrative and office policies and procedures.
Possesses good proofreading and editing skills of technical documents.
Has the ability to review the work of lower level administrative assistants.
Has knowledge and experience using several office software.
Works under minimal supervision.

Specific Education and Experience Requirements

Proactive, positive and supportive approach to supporting a function
Advanced Microsoft Office skills (Outlook, Word, PowerPoint and Excel) required
Experience providing administrative support to a corporate function as well as individuals
Ability to keep the big picture in mind and influence workflows accordingly
5+ years administrative experience
Advanced knowledge and understanding of administrative and office policies and procedures
Exceptional professionalism to discretely handle confidential material, including sensitive financial information
Superb proofreading and editing skills of technical documents
High school diploma; AA/BA preferred

The Gilead Difference

Everyone at Gilead is motivated by our overarching mission to discover and deliver innovative therapies that improve patient care in areas of unmet medical needs. But it’s not just what we do that gives us an edge, it’s how we do it. We expect everyone at Gilead to lead by example, guided by our core values:

Integrity – Doing What’s Right
Inclusion – Encouraging Diversity
Teamwork – Working Together
Accountability – Taking Personal Responsibility
Excellence – Being Your Best