Administrative Coordinator, US Public Affairs

Administrative Coordinator, US Public Affairs
United States - New Jersey - Morris Plains

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

For Current Gilead Employees and Contractors:

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

Job Description

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.


Responsibilities:

The Administrative Coordinator, US Public Affairs, will report to the Vice President of US Public Affairs. This position supports the TA Communications and Patient Advocacy teams within US Public Affairs. These two groups are responsible for external communications about the company's marketed and pipeline products and therapeutic areas, as well as our engagement with community / patient advocacy groups across all Gilead therapeutic areas.

Your primary responsibilities will include, but will not be limited to:
Administrative:

• Applying project management skills and good judgment to manage multiple complex calendars
  

using Outlook

• Coordinating heavy domestic/international travel for Public Affairs Leadership Team and new potential team members (candidates)
  
  • To include: Arranging flights, hotels, ground transportation, etc. in accordance to corporate policies and preferences
    
• Scheduling meetings (including web conferences and teleconferences) while being conscious of location, travel time, and multiple time zones
  
• Prioritizing external and internal meetings based on urgency
  
• Organizing and maintaining department files and processes
  
• Preparing expense reports, processing work orders, and managing purchase orders on Gilead internal systems. Using discretion and judgment in scheduling appointments and telephone calls. Preparing meeting agendas to include any relevant documents necessary. Working confidently and efficiently while engaging colleagues in many different Gilead work locations
  

Project/Departmental Management:

• Managing short- and long-term projects and initiatives in collaboration with members of the Communications and Patient Advocacy teams
  
  • To include project tracking, agency and Patient Advocacy group follow-up, Advocacy or media event planning and execution, internal coordination of Gilead attendance at external events, cross-functional project engagement with other Gilead partners)
    
• Tracking team budget including payment of invoices and orders, working closely with Finance and agencies to monitor costs and assisting with monthly reconciliation
  
• Managing daily media monitoring distribution to Departmental and Company leadership
  

Essential Duties and Job Functions:

• Supports manager and broader team for tasks including travel arrangement, expense processing, agreement and contract processing, meeting coordination and scheduling, and on-boarding of new employees
  
• Project management
  
• Tracks team budget, purchase orders and invoices
  
• Triages incoming queries from the media / public
  
• Manages routing of media monitoring
  
• Gathers, collects, records, tracks and verifies information from multiple sources, and conducts internet searches as directed, liaises with external agencies or organizations to coordinate activities
  
• Helps to coordinate communications and logistics for external and internal events
  
• Interacts with a variety of internal and external stakeholders
  
• Handles confidential information with discretion and in compliance with all regulations
  

Knowledge, Experience and Skills:

• Requires a minimum of a high school diploma plus a minimum of 4+ years administrative experience
  
• Ability to work in a fast-paced environment with changing priorities
  
• Excellent verbal, written, and interpersonal skills are required
  
• Works under limited supervision and may receive general direction on new lines of work or special assignments
  
• Must be detail-oriented
  
• Requires knowledge and understanding of administrative and office policies and procedures
  
• Intermediate to advanced knowledge and experience using a number of MS Office software such as Outlook, Excel, Word, PowerPoint, MS Teams
  
• Refers to specific and detailed procedures and instructions
  
• Collaborates with other teams/functions
  

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, Singapore, and Hong Kong 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 'Know Your Rights' 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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