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

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.

• 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.

• Leads the planning, logistics, and scheduling for CMC Regulatory Affairs Leadership Team meetings and any other similar leadership meeting needs.

• Leads, coordinates travel/ trips; and prepares/ submits travel Concur reports for CMC RA Executive directors.

• Supports coordination of office space in Foster City.

• 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 screen and prioritize manager’s mail and email; and manage managers calendar’s (including Pharmaceutical Development & Manufacturing Leadership Team, CMC Regulatory Affairs Leadership Team OOO calendars).

• 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.

Knowledge, Skills and Abilities:

• Requires 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

• Must possess good proofreading and editing skills of technical documents

• Works 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

• Must have excellent customer-service orientation, high degree of professionalism, and be a strong team player

• Must be able 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

• 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*.

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.