Administrative Coordinator

Gilead People Leader

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 Responsibilities

• In addition to Senior Administrative Assistant responsibilities, prioritizes workload involving multiple large projects/timelines.
• Such projects may include coordinating or leading 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 in order to meet timelines.
• Uses advanced level software programs such as Excel, ChemDraw, Filemaker Pro, Access and PowerPoint to create graphs, charts, spreadsheets, and LCD presentations.
• Under manager's direction, creates draft reports, documents, presentations and templates using raw data.
• May gather data using internet searches.
• 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.
• Responsible for coordinating large events which includes the planning, organizing and implementation of a number of event activities.
• 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.
• Typically, coordinates the preparation of annual budget, reviews monthly budget, reviews and researches variances. May coordinate group lease cars requirements and activities (at International Locations).
• May assist with facilities space planning or office set-up.
• May screen and prioritize manager's mail and email.
• Assists in the orientation of new administrative assistants and other staff.
• 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 of time.

Basic Qualifications

• BA/BS and 0+ years of administrative or executive support experience; OR
• AA and 2+ years of administrative or executive support experience; OR
• High school diploma and 3+ years of administrative or executive support experience
• Excellent verbal, written, and interpersonal skills are required.
• Requires knowledge and understanding of administrative and office policies and procedures.
• Must possess good proofreading and editing skills of technical documents.
• Has the ability to review the work of lower level administrative assistants.
• Advanced 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.

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*.

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