Administrative Coordinator

Job Description

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

The Administrative Coordinator will partner with multiple Executive Directors within Global Decision Science and Insights to ensure the efficient day-to-day operation of the Competitive Intelligence, Integrated Insights teams. To succeed in this role, you need to be driven, energized by a dynamic environment, and passionate about partnering with our Executive Directors and Global Decision Science and Insights to make the work environment for our team as smooth and enjoyable as possible.

The successful candidate will be experienced and comfortable operating in a dynamic environment, and dealing with a wide range of stakeholders, ranging from senior executives to individual contributors. The successful candidate will have an established track record of working independently and thrive in a fast-moving work environment. In return, the position offers a broad view across Gilead’s business, working with driven team of high-potential individuals.

The incumbent will report to the Exec Director, Competitive Intelligence and will be based in Foster City, CA.

Responsibilities:

• Provide full range of administrative support, proactively managing the calendar with the poise and professional conduct needed to adapt to last minute changes and requests for all Executive Directors
• Manage domestic and international travel, as well as expense reports, for all Executive Directors
• Manage team Congress participation
• Build effective relationships with other Administrative Coordinators within Global Commercial Strategy and Operations by being highly responsive and flexible, with a “can do” approach to problem solving.
• Organize team meetings and events including offsites and workshops.
• Ensure smooth on-boarding of new team members, and day-to-day management of team (e.g. birthdays, anniversaries, company event awareness, vacation schedules etc.)
• Maintain email distribution lists
• Attend on-going training for Gilead systems and processes, guide team through right process depending on need (SPARC ticket, IT assistance…)
• Under Executive Directors direction, may create draft reports, documents, presentations and templates using raw data. May gather data using internet searches.
• Possible stretch assignments depending on capability and interest (e.g. contributing to internal communication, project managing key events, capturing meeting notes and action items, exploring use of new technology to enhance effectiveness).

Basic Qualifications

Bachelor’s Degree and 0+ years of office administrative experience

OR

Associate degree and 2+ years of office administrative experience

OR

High School Degree and 3+ years of office administrative experience

Preferred Qualifications

• 2 years of office administrative experience
• Experience demonstrates strong performance in a fast moving, ever-changing work environment, and experience managing significant executive travel.
• Proficiency in Microsoft Excel, Word, PowerPoint, and MS Teams.
• Fluency in English, both oral and written.
• Strong attention to detail in day-to-day tasks.
• Ability to handle confidential information with integrity and discretion.
• Demonstrated leadership and collaboration skills within the team.
• Proactive approach, comfort with responding to changing priorities.
• Ability to work independently with minimal supervision.
• Excellent time management and organizational abilities.
• Strong interpersonal and communication skills, both internally and externally.

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 gilead.yello.co for assistance.

For more information about equal employment opportunity protections, please view the 'Know Your Rights' poster.

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.