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Administrative Coordinator - Foster City, CA

Employer
Gilead Sciences, Inc.
Location
Foster City, CA, United States
Start date
Apr 21, 2021

View more

Discipline
Clinical, Clinical Project Management
Required Education
Bachelors Degree
Position Type
Full time
Hotbed
Biotech Bay, Best Places to Work

Job Details

Administrative Coordinator - Foster City, CA
United States - California - Foster City

Gilead Sciences, Inc. is a research-based bio-pharmaceutical company that discovers, develops and commercializes 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 life-threatening diseases around the world. Gilead's therapeutic areas of focus include HIV/AIDS, liver diseases, cancer and inflammation, and serious respiratory and cardiovascular conditions.

Making an impact on a global scale
Inclusion is one of the company's five core values. That's because we know that we are stronger and more innovative at Gilead when we are informed by a diverse set of backgrounds, experiences and points of view. Gilead Sciences is a biopharmaceutical company that discovers, develops and commercializes innovative therapeutics in areas of unmet medical need. The company's mission is to advance the care of patients suffering from life-threatening diseases worldwide.

When you join Gilead, you join our mission to change the world by enabling people to live healthier and more fulfilling lives. Come join a mission-driven bio-pharmaceutical organization that values inclusion and diversity, has a strong portfolio of products, and is constantly #CreatingPossible

Admin Coordinator (Grade 24) - Foster City, CA

Global Commercial Product Strategy (Competitive Intelligence Function)

Making an impact on a global scale

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


For jobs in the United States:
As an equal opportunity employer, Gilead Sciences Inc. is committed to a diverse workforce. Employment decisions regarding recruitment and selection will be made without discrimination based on race, color, religion, national origin, gender, 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 careers@gilead.com for assistance.

For more information about equal employment opportunity protections, please view the 'EEO is the Law' poster.

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

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:
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Company

Gilead Sciences is a biopharmaceutical company that discovers, develops, and commercializes innovative therapeutics in areas of unmet medical need. The company's mission is to advance the care of patients suffering from life-threatening diseases worldwide. Headquartered in Foster City, California, Gilead has operations in North America, Europe and Australia.
 

Company info
Website
Location
333 Lakeside Drive
Foster City
California
94404
United States

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