Administrative Coordinator

Administrative Coordinator 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. The Administrative Coordinator role provides essential administrative and logistical activities that allow teams to reach their full potential. This role will serve two important business functions within Clinical Data Science Organization: Clinical Data Engineering & Analytics (CDEA), and AI Research Center (ARC). Both functions enable capabilities that support CDS' overarching purpose to develop transformative medicines, by utilizing our domain expertise in science, data, analytics, and technology to drive evidence-based decision-making and innovation. Job Responsibilities Calendar & Scheduling: Manage complex calendars across internal and external stakeholders; prioritize meetings and resolve scheduling conflicts across time zones Meeting & Event Coordination: Plan and coordinate internal and external meetings, and offsites; prepare agendas, materials, and takeaways as needed Operations & Logistics: Support travel planning, expense reporting, and vendor coordination; manage logistics for team events and cross-functional engagements Stakeholder Coordination: Serve as a point of contact across internal stakeholders and functions; ensure timely communication and follow-up on key actions Document & Process Support: Prepare and format presentations, reports, and communications; maintain organization of files, trackers, distribution lists, and team resources Contracts & Compliance: Support internal contract workflows, including purchase orders (POs) and invoice tracking/processing; partner with stakeholders to ensure timely submissions and accurate documentation; maintain compliance with company policies and procedures Team Support: Enable smooth team operations, including onboarding coordination (equipment setup, orientation schedules, and introductory meetings); support broader administrative and operational needs as required Basic Qualifications: BA/BS and 1-3 years of administrative or executive support experience; OR AA and 2-3 years of administrative or executive support experience; OR High school diploma and 3+ years of administrative or executive support experience, ideally supporting multiple leaders or business units simultaneously within a matrixed organization. Strong organizational and time management skills High proficiency in Microsoft Office (Outlook, PowerPoint, Excel, SharePoint, Teams) and collaboration tools such as Teams, SharePoint, and Zoom. Ability to manage competing priorities in a fast-paced environment Demonstrates strong judgment in appropriately dealing with sensitive and confidential Information Strong communication and stakeholder management skills Experience coordinating complex scheduling and travel logistics across multiple time zones and stakeholder groups. Preferred Qualifications: Strong organizational and time management skills High proficiency in Microsoft Office (Outlook, PowerPoint, Excel, SharePoint, Teams) Ability to manage competing priorities in a fast-paced environment Demonstrates strong judgment in appropriately dealing with sensitive and confidential information Strong communication and stakeholder management skills Demonstrated ability to learn and adapt quickly to new systems, processes and organizational priorities. Strong interpersonal skills with a collaborative mindset and ability to build relationships across diverse, geographically distributed teams. 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. 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.