Administrative Coordinator

Onsite - Hybrid Eligible

United States - California - Foster City

Full time

R0055009

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 Administrative Coordinator, Internal Quality who will provide administrative and operational support to the Vice President of Internal Quality and three Executive Directors. The role coordinates complex calendars, meetings, events, travel, financial administration, onboarding, and departmental resources. The Administrative Coordinator manages multiple projects and timelines, anticipates resource needs, and works with minimal supervision to support the department’s goals and day-to-day operations.

Responsibilities include:

Administrative Coordination and Department Support

• Understand the goals and objectives of Internal Quality and align administrative activities to support their achievement.

• Prioritize workload across multiple projects and timelines, arrange needed resources, and coordinate follow-through with minimal guidance.

• Serve as a point of contact for administrative inquiries and as a resource to other administrative professionals.

• Use advanced Microsoft 365 applications, SharePoint Online, meeting technologies, and other administrative systems to prepare documents, presentations, spreadsheets, reports, templates, and departmental materials.

• Maintain organizational charts, distribution lists, departmental information, office supplies, and workspace logistics.

• Coordinate onboarding activities for new employees, including equipment, workspace, required training, and orientation support.

• Provide back-up coverage for administrative colleagues and maintain cross-training to support continuity of operations.

Calendar, Meeting, and Leadership Team Support

• Manage complex calendars for the Vice President and three Executive Directors, incorporating business priorities, preparation time, travel time, and follow-up time.

• Coordinate meetings across functions and leadership levels in partnership with other administrative professionals, and ensure locations and virtual meeting details are current.

• Coordinate recurring leadership and team meetings, including agenda reminders, materials, logistics, notes, decisions, action items, and follow-up tracking.

• Schedule people-related activities in alignment with enterprise timelines, including talent reviews, calibrations, quarterly check-ins, and year-end reviews.

• Coordinate all-hands and organizational meetings by gathering agenda items, consolidating presentation materials, preparing standard slides, and confirming logistics.

Event, Travel, and Financial Coordination

• Coordinate department meetings, off-sites, leadership events, and team activities, including planning support, venues, catering, audiovisual needs, attendee communications, and on-site issue resolution.

• Arrange domestic and international travel, accommodations, ground transportation, and related documentation in accordance with company policy.

• Prepare and process expense reports, purchase orders, vendor onboarding requests, invoices, and other administrative transactions.

• Coordinate annual budget preparation, review monthly budget information, track invoices and commitments, and research variances in partnership with Finance.

• Ensure administrative activities and records are completed accurately and in accordance with company policies and procedures.

Knowledge, Skills, and Abilities

• Excellent verbal, written, interpersonal, proofreading, and editing skills.

• Strong organizational and prioritization skills, with close attention to detail and the ability to coordinate multiple activities simultaneously.

• Knowledge and understanding of administrative and office policies and procedures.

• Advanced proficiency with Microsoft 365 applications, including Outlook, Teams, Word, Excel, PowerPoint, and SharePoint.

• Ability to prepare and refine professional presentations, reports, spreadsheets, and meeting materials.

• Sound judgment and discretion when handling confidential or sensitive information.

• Proactive, collaborative, service-oriented approach and the ability to adapt to changing priorities.

• Ability to work independently under minimal supervision, with occasional direction for non-routine responsibilities.

Minimum Required Education and Years of Experience

• High School and Three Year's Experience OR

• Associate Degree and Two Year's Experience OR

• Bachelors Degree

Preferred Education and Years of Experience

• Bachelor’s degree or equivalent combination of education and experience preferred.

• Experience supporting senior leaders and coordinating complex calendars, meetings, events, travel, and budget-related activities preferred.

• Experience in the pharmaceutical, biotechnology, healthcare, or life sciences industry preferred.

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.