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Administrative Coordinator, Legal

Gilead Sciences, Inc.
Foster City, CA
Start date
Mar 6, 2023

Job Details

Administrative Coordinator, Legal
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

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.

Administrative Coordinator, Legal

The Administrative Coordinator will support the Corporate Legal team in a variety of capacities, in addition to assisting with special projects for the Legal Department as a whole. The Corporate Legal team consists of 40+ smart, collegial, and team-oriented attorney and non-attorney legal professionals that provide a range of important services to the business, including day-to-day buy-side contracting support to many of Gilead's business units, including research, development, manufacturing, commercial, facilities, IT and G&A; transaction support on M&A and other strategic transactions; and corporate governance and securities compliance and reporting support. The team works closely with colleagues in the U.S. and internationally, and across many other legal and functional groups to deliver high-quality legal support to Gilead's many business teams, and, in turn, help the business execute on Gilead's mission to address unmet medical needs and improve life by advancing the care of patients with life-threatening diseases.

This role would support the entire Corporate Legal group, however, most of the group requires minimal to moderate administrative support and much of the administrative support would be provided to a few senior team members.

Specific Responsibilities and Skills

  • Coordinating and scheduling individual and team meetings, and managing certain team members' schedules in Outlook;
  • Preparing executive-quality PowerPoint decks for team and business presentations and trainings, including creating diagrams, graphics and animations/transitions;
  • Preparing, formatting, proofing, editing and archiving documents and assembling binders, indices and other collections of documents;
  • Organizing team social and business on-site and off-site events, including making reservations, ordering catering, booking event space, and coordinating other logistics;
  • Assisting with on-boarding of new employees to the Corporate Legal Group;
  • Assist team leaders with planning of team meeting agendas and organizing meetings;
  • Arranging team travel;
  • Helping the team with expense reports;
  • Composing and preparing correspondence;
  • Organizing, managing and maintaining department files;
  • Processing and tracking payment of invoices;
  • Ordering and monitoring office supplies and IT equipment;
  • Managing purchase orders on Gilead internal systems;
  • Tracking and assisting attorneys with external law firm engagements;
  • Willingness to become qualified as a notary public;
  • Assist with contract/document signature executions, whether on paper or electronically (e.g., via Docusign);
  • Assisting the broader legal organization on certain departmental matters, including monthly Legal Group meetings, internal speaker programs, trainings, continuing legal education tracking and departmental meetings; and
  • Providing administrative support to the department's interview process, which includes maintaining job descriptions, and creating agendas, collecting interview assessment forms and scheduling and making travel arrangements for interviewees.

Education and Experience

  • Bachelor's Degree, or associate degree and 2+ years of experience, or High School Diploma and 4+ years' administrative experience, preferably working with attorneys in-house or in a law firm.
  • Professional demeanor with a deep commitment to producing high quality work product.
  • Excellent verbal, written, and interpersonal skills. Expert in Microsoft Word and PowerPoint.
  • Advanced knowledge and experience using a number of other office software such as Outlook, Excel, Adobe Acrobat, etc.
  • Knowledge and understanding of administrative and office policies and procedures.
  • Typically works under limited supervision and may receive general direction on new lines of work or special assignments.
  • Excellent attention to detail and good judgment.
  • Ability to take on new tasks/processes depending on needs of attorneys, paralegals or contract specialists.
  • Ability to effectively multi-task, juggle and effectively prioritize many projects at one time.
  • Superior exercise of discretion with respect to matters of confidentiality and attorney-client privilege.
  • Proactive and positive/upbeat personality and ability to find solutions with minimal supervision.
  • Ability to work efficiently in a high pressure, team-oriented environment.
  • High degree of professionalism and a positive attitude in interactions with internal clients and outside parties.
  • Ability to anticipate and solve any problems and complete tasks within deadlines and with a superior degree of accuracy.

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., 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.



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.



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
333 Lakeside Drive
Foster City

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