Administrative Coordinator, Marketing Oncology - Foster City, CA

Administrative Coordinator, Marketing Oncology - Foster City, CA

Gilead Sciences, Inc. is a biopharmaceutical company that has pursued and achieved breakthroughs in medicine for more than three decades, with the goal of creating a healthier world for all people. The company is committed to advancing innovative medicines to prevent and treat life-threatening diseases, including HIV, viral hepatitis and cancer. Gilead operates in more than 35 countries worldwide, with headquarters in Foster City, California.
In this role, you will support the Executive Director, Marketing – Oncology and members of the team.

The Administrative Coordinator will:

• Understand the goals and objectives of the department and contribute to the attainment of those G&O's.
  
• Efficiently prioritize workload and independently resolve conflicts related to meeting multiple deadlines and influences workflows accordingly
  
• Proactively maintain daily calendar and manage scheduling changes and resolve scheduling conflicts.
  
• Organizes and schedules internal and external meetings and department events that vary in size and complexity including conferencing (phone and/or Zoom), agenda creation, tracking action items, and note taking
  
• Lead the Purchase Orders and Work Orders creation for Marketing team; manage the contracting process, collaborate with legal and IT on vendor assessments, ensure MSAs are in place and tracking of spending to each Purchase Order.
  
• Manage travel requirements for Executive and Team members as requested
  
• Create organizational charts and other documents and presentations
  
• Create and track expense reports for the Executive and team and submit invoices and ensure payment is complete
  
• Ensure that all work is completed with a high level of attention to detail and accuracy.
  
• Onboard new hires and consultants to include purchasing of computer equipment, assigning office spaces, and ensuring required training is completed.
  
• Effectively prioritize workload and independently resolve conflicts related to meeting multiple/competing deadlines.
  
• Uses advanced level software programs such as Excel, Word and PowerPoint to prepare, format and distribute memos, letters, reports, agendas and PowerPoint presentations.
  
• Gathers, collects, records, tracks and verifies relatively complex data and information from multiple sources.
  
• Possess good proofreading and editing skills; strong attention to detail
  
• Work collaboratively with other administrative assistants and acts as a resource and provide backup when needed.
  
• Exceptional professionalism and ability to handle the confidential materials.
  
• Successfully manage multiple projects simultaneously and possess outstanding organizational skills.
  
• Ensure that all work is completed with a high level of attention to detail and accuracy.
  
• Superior verbal, written, and interpersonal skills.
  
• Take initiative and think proactively.
  

Background:

• Advanced technical skills including SharePoint, PowerPoint, Excel, Word, Concur, MS Teams
  
• Flexible style and approach to react to a dynamic workplace
  
• Requires knowledge and understanding of administrative and office policies and procedures
  
• Work under minimal supervision and exercises good judgment in alignment with the team's priorities
  
• Experience providing administrative support to an executive leader.
  

Specific Education and experience requirements:

• Minimum High School education plus 3 years of relevant experience
  
• Experience supporting executive/managerial level leadership desired; will consider strong experience as a sales/marketing coordinator or similar.
  
• Pharmaceutical/Biotech industry experience desired.
  
• Commercial (sales and/or marketing) experience desired.
  

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.

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.

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