Administrative Coordinator

Administrative Coordinator

Gilead is seeking a highly organized and proactive Administrative Coordinator to provide comprehensive support to the CMC Regulatory Affairs leadership team. This role is responsible for managing complex calendars, coordinating leadership meetings and large-scale events, overseeing travel and expense reporting, supporting department operations and budget activities, and driving multiple projects to successful completion. The ideal candidate thrives in a fast-paced environment, demonstrates exceptional attention to detail and professionalism, and effectively collaborates across functions while anticipating business needs and supporting executive priorities with minimal supervision.

Responsibilities include prioritizing workload involving multiple large projects/timelines, leading the planning, logistics, and scheduling for CMC Regulatory Affairs Leadership Team meetings, leading travel/trips, supporting coordination of office space in Foster City, arranging for needed resources in order to meet timelines, using advanced level software programs to create graphs, charts, spreadsheets, and LCD presentations, creating draft reports, documents, presentations and templates using raw data, understanding the goals and objectives of the entire department and contributing to the attainment of those goals, keeping the bigger picture in mind and influencing workflows accordingly, coordinating large events which includes the planning, organizing and implementation of a number of event activities, liaising with guests and speakers to assess needs and coordinating, as needed, such activities as travel, hotel, expense reports and tools and materials for presentations, coordinating the preparation of annual budget, reviewing monthly budget, reviewing and researching variances, coordinating group lease cars requirements and activities, screening and prioritizing manager's mail and email, managing managers calendar's, acting as a resource to other administrative assistants, and being cross-trained to cover for another administrative assistant if he/she is out of the office for an extended period of time.

Knowledge, skills and abilities include a minimum of a high school diploma plus 3-5+ years administrative experience, demonstrated effective verbal, written, and interpersonal skills, proven knowledge and understanding of administrative and office policies and procedures, advanced knowledge and experience using a number of office software, good proofreading and editing skills of technical documents, working under minimal supervision; proactive and anticipates future department needs and prepares accordingly, excellent verbal and written skills with strong attention to detail, ability to juggle multiple priorities and manage complicated calendars across multiple executives and external personnel, successful experience in fast-paced, high growth environment, excellent customer-service orientation, high degree of professionalism, and being a strong team player, ability to prioritize and manage multiple projects simultaneously, ability to build strong relationships with co-workers of various backgrounds and expertise, ability to function at a high level in a team setting whether leading the group or acting as an individual contributor, exceptional professionalism and ability to handle confidential materials, and ability to manage multiple projects simultaneously and possess outstanding organizational skills.

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.