Administrative Coordinator, Clinical Development (Contracts Management)

Foster City, CA
Jan 25, 2022
Required Education
High School or equivalent
Position Type
Full time
Administrative Coordinator, Clinical Development (Contracts Management)
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

Gilead Sciences, Inc. is a research-based biopharmaceutical company founded in 1987. Together we deliver life-saving therapies to patients in need. With the commitment and drive you bring to the workplace every day, you will be part of a team that is changing the world and helping millions of people live healthier, more fulfilling lives.

Our worldwide staff is a close community where you can see the tangible results of your contributions, where every individual matters, and everyone has a chance to enhance their skills through ongoing development.

Our scientific focus has resulted in marketed products that are benefiting hundreds of thousands of people, a pipeline of late-stage drug candidates, and unmatched patient access programs to ensure medications are available to those who could otherwise not afford them.

By joining Gilead, you will further our mission to address unmet medical needs and improve life by advancing the care of patients with life-threatening diseases.

Gilead has an opportunity for an experienced Executive Administrative Assistant at our Headquarters in Foster City, CA. We are seeking a motivated, team-oriented individual with excellent communication and administrative expertise in the pharmaceutical/Biotech industry supporting process improvement initiatives. This role will report to leaders within the Clinical Development Oncology franchise.

Specific Responsibilities:
  • Excellent verbal, written, and interpersonal skills are required. Requires knowledge and strong understanding of contracts management (MSA's, CDA's, etc), accounting practices (PO's, work orders) and administrative and office policies and procedures. Must possess good proofreading and editing skills of technical documents.
  • Advanced knowledge and experience using several different office software. Works under minimal supervision. Receives occasional direction from manager to perform non-routine job responsibilities and duties.
  • In addition to Administrative Assistant responsibilities, prioritizes workload involving multiple large projects/timelines.
  • Arranges for needed resources to meet timelines. Uses advanced level software programs such as Excel and PowerPoint to manage workload and create dashboards.
  • Assists with large events which includes the implementation of several event activities. Liaises with guests and speakers to assess needs and coordinates, as needed, such activities as travel, hotel, expense reports and tools and materials for presentations.
  • Ability to schedule complex interviews coordinating the calendar of the candidates and several internal panelists. Create a system and process for the management of interview flows across the therapeutic area. Will liaise with the Talent Acquisition team to prioritize the hiring needs for the group.
  • Provide back up administrative support to other administrative professionals on the team.
  • Under manager's direction, creates draft reports, documents, and templates using raw data. May gather data using internet searches. Understands 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.

Knowledge, Experience and Skills:

Requires a minimum of a high school diploma plus 3-5+ years administrative experience; preferably in the pharma industry.

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 for assistance.

Following extensive monitoring, research, consideration of business implications and advice from internal and external experts, Gilead has made the decision to require all U.S. employees and contractors to receive the COVID-19 vaccines as a condition of employment. “Full vaccination” is defined as two weeks after both doses of a two-dose vaccine or two weeks since a single-dose vaccine has been administered. Anyone unable to be vaccinated, either because of a sincerely held religious belief or a medical condition or disability that prevents them from being vaccinated, can request a reasonable accommodation.​

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



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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