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Admin Coordinator, Global Analytics and Insights

Employer
Gilead Sciences, Inc.
Location
Foster City, CA
Start date
Jul 30, 2022
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Job Details

Admin Coordinator, Global Analytics and Insights
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 is continuing to hire for all open roles. Our interview process may be conducted virtually and some roles will be asked to temporarily work from home. Over the coming weeks and months, we will be implementing a phased approach to bringing employees back to site to ensure the health and safety of our teams.

For Current Gilead Employees and Contractors:
Please log onto your Internal Career Site to apply for this job.

Job Description

Gilead is a research-based biopharmaceutical company that discovers, develops and commercializes innovative medicines in areas of high unmet medical need. The company strives to transform and simplify care for people with life-threatening illnesses around the world. Founded in 1987, Gilead has approximately 15,000 employees and operations in more than 35 countries worldwide.

Admin Coordinator, Global Analytics and Insights

We have an exciting opportunity for an Admin Coordinator who will provide administrative support for the VP & Head of the Global Insights & Analytics. We are looking for someone who can be nimble and proactive in Gilead's dynamic and fast paced 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.

Key Responsibilities:
  • 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
  • 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
  • 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)
  • 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
  • Will be the team expert in Concur and Expense Management for the team
  • May coordinate group lease cars requirements and activities (at International Locations)
  • May assist with facilities space planning or office set-up.
  • Coordinates the preparation of annual budget, reviews monthly budget, reviews and researches variances, maintains an accurate/up-to-date budget and PO tracker
  • Leads the process to open and maintain all vendor contracts (ex: MSAs, WOs, SOWs) and process/track all POs
  • May coordinate or lead the implementation of new and/or revised software applications/databases including interfacing with vendors, ensuring user training, etc. with minimal guidance.
  • Arranges for needed resources to meet timelines. Uses advanced level software programs such as Excel, ChemDraw, Filemaker Pro, Access, Planview and PowerPoint to create graphs, charts, spreadsheets, and LCD presentations
  • Tracks and verifies data, utilizing various software applications for data entry and sorting of information
  • Under manager's direction, creates draft reports, documents, presentations and templates using raw data. May gather data using internet searches
  • Maintains electronic files (ex: distribution lists) and archives files as needed (ex: alerts, updates, CI documents)
  • Serves as 'subject matter expert' to Gilead processes and policies and can address questions as needed by the team
  • May screen and prioritize manager's mail and email
  • Assists in the orientation of new administrative assistants and other staff
  • Helps coordinate new hire onboarding by ensuring all computer equipment, peripherals, and all "new hire" materials are prepared for their first day at Gilead
  • 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
  • Interface with and coordinate with GA&I admin coordinator based in Stockley Park, United Kingdom


Specific Education and Experience

High School and Three Year's Experience

OR

Associate Degree and Two Year's Experience

OR

Bachelors Degree

Knowledge, Experience & Skills:
  • Experience providing administrative support to an executive leader
  • Ability to keep the big picture in mind and influence workflows accordingly
  • 3 + 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
  • Advanced Microsoft Office skills (Outlook, Word, PowerPoint and Excel) required
  • Experience with Project Management Tools, such as Plan View
  • Experience with Concur
  • Experience with Expense Report management and submission
  • Superb proofreading and editing skills of technical documents
  • High school diploma; AA/BA preferred
  • 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 a number of office software.
  • Works under minimal supervision
  • Receives occasional direction from manager to perform non-routine job responsibilities and duties



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., Canada, Australia, and Singapore 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.

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:

Please log onto your Internal Career Site to apply for this job.






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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.
 

Find Us
Website
Location
333 Lakeside Drive
Foster City
California
94404
United States
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