Administrative Coordinator

Onsite Required

United States - California - Foster City

Full time

R0054269

At Gilead, we’re creating a healthier world for all people. For more than 35 years, we’ve tackled diseases such as HIV, viral hepatitis, COVID-19 and cancer – working relentlessly to develop therapies that help improve lives and to ensure access to these therapies across the globe. We continue to fight against the world’s biggest health challenges, and our mission requires collaboration, determination and a relentless drive to make a difference.

Every member of Gilead’s team plays a critical role in the discovery and development of life-changing scientific innovations. Our employees are our greatest asset as we work to achieve our bold ambitions, and we’re looking for the next wave of passionate and ambitious people ready to make a direct impact.

We believe every employee deserves a great leader. People Leaders are the cornerstone to the employee experience at Gilead and Kite. As a people leader now or in the future, you are the key driver in evolving our culture and creating an environment where every employee feels included, developed and empowered to fulfil their aspirations. Join Gilead and help create possible, together.

Job Description

We are seeking an exceptionally organized, motivated, and professional individual to provide administrative support to the VP of Discovery Sciences & Technologies, the Executive Director of Research Data Sciences and respective departments. There will also be a need for cross-functional support within Research. An approachable demeanor and the ability to exercise sound judgment and discretion regarding sensitive/confidential and proprietary information is essential.

This is a full-time onsite position located in Foster City, CA

Specific Job Requirements

• Understands the goals and objectives of the entire department and contributes to the attainment of those G&O's. Keeps the bigger picture in mind and influences workflows accordingly

• Manage heavy calendars; prioritize meetings/candidates. May screen and prioritize manager’s mail and email

• Schedule and coordinate departmental staff meetings, team meetings, 1:1’s, skip levels, trainings and workshops

• Coordinate meeting and event logistics both on and off-site for the department; negotiate contracts with vendors

• Under manager’s direction may gather data, create draft reports, documents, presentations and templates using raw data. Manage the process for presentation materials for various departmental and team meetings

• Strategize, craft, and disseminate internal communications for day-to-day team operations (e.g., changes in policies, processes, department reminders, etc.) editing for grammar and formatting

• Arrange and coordinate detailed travel plans for the manager and/or group.

• Initiate and process invoices, expenses, travel, and purchasing for the executives and other leadership team members

• Submit catering orders for on-campus meal-time meetings

• Submit facilities requests (conference room set-up; office furniture requests; move requests, etc.)

• Act as primary interview and guest speaker scheduler for the DST & RDS departments; create interview/visit schedules; coordinate with hiring managers or hosts to assess specific needs (they may vary)

• Organize travel arrangements and reimbursements for guest speakers as needed

• Day-of support for candidate or speaker seminars including preparation of equipment, materials, catering and escorting

• Onboard new hires to ensure that space and computer equipment is available on start date

• Create PO’s and other purchasing/funding as needed for the departments

• Coordinates the preparation of annual budget, reviews monthly budget, reviews and researches variances

• Coordinate consulting agreements and other contracts with Legal and Business Operations

• Electronic file set-up and maintenance including the use of SharePoint

• Prepare, format and distribute reports, agendas and PowerPoint presentations

• Ensure that all work is completed with a high level of attention to detail and accuracy

• Establish and foster positive interpersonal interactions and a professional network with Administrative Coordinators, Research colleagues and external partners in a tactful and professional manner

• Provide back-up support to other Research Administrative Coordinators (i.e., vacations, illness, medical leave, etc.) as needed

Basic Qualifications

• Bachelor’s degree and 0+ years of administrative experience; OR

• Associate degree and 2+ years of administrative experience; OR

• High School diploma plus 3+ years administrative experience

Preferred Knowledge & Qualifications

• Requires excellent verbal, written, and interpersonal skills

• Must also possess good proofreading and editing skills

• Experience with collaborating and working with a team are vital

• Ability to take direction on new lines of work or special assignments and work independently with minimal supervision

• Proven office administration and customer service skills are required

• Must possess excellent technical skills and advanced knowledge of computer software programs such as Microsoft Outlook, PowerPoint, Word, and Excel

• Knowledge of other Microsoft Office Suite programs is helpful

The salary range for this position is: $109,650.00 - $141,900.00. Gilead considers a variety of factors when determining base compensation, including experience, qualifications, and geographic location. These considerations mean actual compensation will vary. This position may also be eligible for a discretionary annual bonus, discretionary stock-based long-term incentives (eligibility may vary based on role), paid time off, and a benefits package. Benefits include company-sponsored medical, dental, vision, and life insurance plans*.

For additional benefits information, visit:

• Eligible employees may participate in benefit plans, subject to the terms and conditions of the applicable plans.

For jobs in the United States:

Gilead Sciences Inc. is committed to providing equal employment opportunities to all employees and applicants for employment, and is dedicated to fostering an inclusive work environment comprised of diverse perspectives, backgrounds, and experiences. Employment decisions regarding recruitment and selection will be made without discrimination based on race, color, religion, national origin, sex, 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 View email address on click.appcast.io for assistance.

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

Gilead Sciences will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, (c) consistent with the legal duty to furnish information; or (d) otherwise protected by law.

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 apply via the Internal Career Opportunities portal in Workday.

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.