Sr Administrative Coordinator to SVP Controller/Chief Accounting Officer (CAO)

Sr Administrative Coordinator to SVP Controller/Chief Accounting Officer (CAO)
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

About us

Gilead Sciences, Inc. is a research-based biopharmaceutical 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. Headquartered in Foster City, California, Gilead has operations in North, South and Central America, Europe, Africa, Asia and Australia.

Administrative Coordinator to SVP Controller/Chief Accounting Officer (CAO)
We are looking for an experienced, Sr Administrative Coordinator to support the SVP Controller/Chief Accounting Officer (CAO). This role provides administrative leadership and support to a large, highly matrixed, complex organization. Serves as direct or indirect leader of an administrative team requiring proactive coordination across a function or geography. This is a site-based role at our Foster City, CA offices.

Job Responsibilities

• Serves as a direct or indirect leader of an administrative team, including but not limited to, the following:
  

• Assists in overall resource allocation of administrative support for function/geography, helping to coordinate back-up coverage and distribution of workload
  
• Drives continuous improvement within an administrative team with the adoption of new approaches and processes
  
• Chairs a regular administrative team meeting to keep the group informed of business issues, address needs and opportunities, and ensure continued alignment
  
• Plays a lead role in team building and engagement across the administrative group within a function/geography
  
• Participates in the recruitment of new administrative talent, serving as a key stakeholder in the interview and selection process
  
• Actively mentors and coaches other administrative talent within function/geography as part of their performance and ongoing development
  

• Serves as principal point person in coordination with leaders and administrative team on broader organizational management and business processes across function/geography, including town hall meetings, communications, and project coordination
  
• Collaborates with Chief of Staff in facilitation of executive leadership meetings, agendas, logistics and materials, and tracking of outstanding action items
  
• Assumes key role in onboarding and integration of new senior executives
  
• Leads the coordination of meeting and travel arrangements across multiple functions, geographies, and organizations
  
• Serves as a partner and key stakeholder for the function/geography with cross-functional stakeholders, including Finance, Human Resources, Legal, Public Affairs, and other senior administrative professional staff Qualifications
  
• Possesses the ability to multi-task activities with significant business impact and prioritize effectively with minimal direction in the face of ambiguity
  
• Demonstrates strong judgment in appropriately dealing with sensitive and confidential information
  
• Effectively organizes team resources around top priorities and influences to get things done
  
• Strong business acumen and demonstration of business knowledge
  
• Anticipates business needs and identifies focus areas in support of business objectives
  
• Exercises discretion to make decisions on behalf of the leader/organization on areas of influence
  
• Acts as a team player that collaborates and networks both within and outside of specific site/function/geography
  
• Engages as a peer within executive leadership teams and senior administrative groups
  
• Act as a point of contact between the SVP Controller/Chief Accounting Officer and other executives, employees, and external parties such as the Board Audit Committee
  
• Manage executives' calendar including setting up meetings or videocalls, preparing meeting agendas and/or materials, including meetings with the Disclosures Committee, All Hands meetings, CAO Staff meetings, and other external parties
  
• Coordinate meeting scheduling and distribution of materials for the Board Audit Committee. Support content and communication required for the meeting.
  
• The role must interact seamlessly and with a professional demeanor across a broad range of individuals including members of the Senior Management Team, Board of Directors, and leaders that report to the CFO and CAO.
  
• To perform this job successfully, the individual is expected to handle sensitive and confidential financial, legal, personnel and other information while exercising professionalism and discretion.
  
• The ideal candidate should be comfortable taking the initiative when faced with administrative decisions.
  

Education and Experience

Basic Requirements

• High School Diploma and 3+ years of experience OR Associates Degree and 2+ years of experience.
  

Preferred Requirements for a successful candidate

• 10 or more years administrative/executive assistant experience, in a large multinational organization is strongly preferred, with at least 5 years of experience supporting Executive level
  
• Prior direct or indirect leadership of administrative support strongly preferred
  
• Excellent written and verbal communication skills
  
• Prior experience coordinating Board meetings with C suite leaders and external stakeholders
  
• Prior experience coordinating vendor resourcing
  
• Strong project management, planning skills, and multitasking skills
  
• Experience with corporate event planning for large teams and executives
  
• Strong organizational and time-management skills
  
• Ability to collaborate and network within and outside the organization
  
• Strong Microsoft Office knowledge, including Outlook, Word, PowerPoint, Excel
  
• Demonstrated ability to pay attention to detail
  
• Creative and able to execute work independently
  
• Strong interpersonal skills with a business partnering approach and a collaborative mindset
  

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.

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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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