Administrative Coordinator

This job is with Gilead Sciences Inc., an inclusive employer and a member of myGwork – the largest global platform for the LGBTQ+ business community. Please do not contact the recruiter directly.

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

At Gilead our pursuit of a healthier world for all people has yielded a cure for hepatitis C, revolutionary improvements in HIV treatment and prevention as well as advancements in therapies for viral and inflammatory diseases and certain cancers. 

We set and achieve bold ambitions in our fight against the world's most devastating diseases, united in our commitment to confronting the largest public health challenges of our day and improving the lives of patients for generations to come.

Provides high-level administrative and coordination support to an individual manager and to the Regulatory, Safety, and Quality teams based in Parsippany, NJ. The role requires sound judgment, strong organization, discretion, attention to detail, and the ability to manage multiple priorities, projects, and timelines with minimal supervision.

Specific job responsibilities

• Provides administrative and clerical support to the manager and to the Regulatory, Safety, and Quality teams in Parsippany, partnering across functions and with internal and external stakeholders as needed.

• Manages complex calendars, schedules meetings across time zones, anticipates conflicts, prepares agendas and meeting materials, and organizes internal and cross-functional meetings.

• Plans and coordinates domestic and international business travel for the manager, including air, hotel, ground transportation, and other logistics through approved company channels. Prepares clear, comprehensive itineraries that include confirmation details, meeting locations, local transportation, key contacts, and relevant timing information; monitors travel changes and promptly updates the traveler and affected stakeholders.

• For international travel, proactively identifies and helps coordinate applicable passport and visa needs, country-specific guidance, travel risk reviews, required approvals, security considerations, and IT equipment requirements. Ensures arrangements are made in accordance with current company travel, expense, security, and country-specific policies.

• Coordinates interview and onboarding activities, including scheduling, travel arrangements, agendas, assessment materials, computer equipment, workspace needs, and new-hire materials for the employee's first day.

• Orders office and business supplies through SAP Ariba Procurement and maintains appropriate records. Creates and processes purchase requisitions and purchase orders, monitors approvals and status, coordinates with suppliers and internal partners, and supports PO updates, receiving, invoice resolution, accrual review, and closeout activities, as applicable and in accordance with company policies and approval authorities.

• Plans and coordinates large meetings and events in the United States and internationally, as needed. Manages end-to-end logistics, including venue selection, contracts and purchase orders, budgets, attendee communications, registration, room blocks, catering, audiovisual and technology needs, travel and ground transportation, speaker and guest requirements, presentation materials, on-site support, expense reconciliation, and post-event follow-up.

• Coordinates international events and group travel in alignment with applicable country guidance, travel and security requirements, local regulations, business conduct requirements, and company approval processes. Escalates issues and engages Procurement, Travel, Security, IT, Legal, Compliance, Finance, Facilities, and other partners as appropriate.

• Tracks, gathers, records, and verifies complex data and information from multiple sources. Conducts research assignments, supports budget tracking, and assists with monthly budget reviews and variance research as directed by the manager.

• Creates, edits, proofreads, and formats correspondence, technical documents, reports, presentations, templates, spreadsheets, charts, and other materials using Microsoft 365 applications and other relevant systems.

• Prioritizes workload across multiple projects and timelines, identifies required resources, follows through on commitments, and keeps broader department goals and objectives in view when coordinating work.

• Liaises with external agencies, vendors, guests, and speakers to coordinate activities important to the function. Supports facilities space planning, office setup, and other operational needs as required.

• Serves as a resource to other administrative professionals, assists with orientation and knowledge sharing, and provides coverage for other administrative colleagues when needed.

Knowledge, skills, and abilities

• Excellent verbal, written, interpersonal, organizational, proofreading, and editing skills, including the ability to handle technical and confidential information with discretion.

• Demonstrated ability to plan complex domestic and international travel and to create detailed, accurate, and easy-to-follow travel itineraries.

• Experience coordinating large meetings and events in the United States and internationally, with strong attention to logistics, budgets, deadlines, and stakeholder communications.

• Working knowledge of SAP Ariba Procurement or a comparable purchasing system, including purchase requisitions, purchase orders, supplier coordination, receiving, and invoice follow-up.

• Advanced proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, and SharePoint; ability to learn and use additional administrative, procurement, travel, and expense systems.

• Ability to work independently under minimal supervision, exercise good judgment, adapt to changing priorities, and support multiple teams and senior stakeholders in a fast-paced environment.

• Knowledge and understanding of administrative and office policies and procedures, with a demonstrated commitment to following company policies, approval requirements, and applicable local guidance.

Specific education and experience requirements

• High school diploma or equivalent required; additional business, administrative, or related education is preferred.

• Minimum of 3 to 5 or more years of progressively responsible administrative experience, including support for senior leaders or multiple functions.

• Experience supporting Regulatory, Safety, Quality, pharmaceutical, biotechnology, healthcare, or another highly regulated environment is preferred.

• Experience coordinating international travel and large-scale events and using SAP Ariba Procurement or a comparable purchasing platform is strongly preferred.

 

The salary range for this position is: $99,705.00 - $129,030.00. 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.

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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.