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.

Job Description

We are seeking an exceptionally organized, motivated, and professional individual to provide administrative support to the SVP of Inflammation and respective department. In addition, the individual will provide administrative support for the postdoctoral program. There will also be need for cross-functional support within Research. An approachable demeanor and the ability to exercise sound judgment and discretion regarding sensitive/confidential and proprietary information is essential.

This is a full-time onsite position located in Foster City, CA

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

Manage heavy calendars; prioritize meetings/candidates. May screen and prioritize manager’s mail and email.

Schedule and coordinate departmental staff meetings, team meetings, 1:1’s, skip levels, trainings and workshops

Coordinate meeting and event logistics both on and off-site for the department; negotiate contracts with vendors

Under manager’s direction may gather data, creates draft reports, documents, presentations and templates using raw data. Manage the process for presentation materials for various departmental and team meetings

Strategize, craft, and disseminate internal communications for day-to-day team operations (e.g., changes in policies, processes, department reminders, etc.) editing for grammar and formatting

Arrange and coordinate detail travel plan for the manager or group.

Initiate and process invoices, expenses, travel, and purchasing for SVP and other leadership team members

Submit catering orders for on-campus meal-time meetings

Submit facilities requests (conference room set-up; office furniture requests; move requests, etc.)

Act as primary interview and guest speaker scheduler for the Inflammation department; create interview/visit schedules; coordinate with hiring managers or hosts to assess specific needs (they may vary)

Organize travel arrangements and reimbursements for candidates and speakers as needed

Day-of support for candidate or speaker seminars including preparation of equipment, materials, catering and escorting

Onboard new hires to ensure that space and computer equipment is available on start date

Create PO’s and other purchasing/funding as needed for the department

coordinates the preparation of annual budget, reviews monthly budget, reviews and researches variances

Coordinate consulting agreements and other contracts with Legal and Development Business Operations

Electronic file set-up and maintenance including the use of Share Point

Prepare, format and distribute reports, agendas and PowerPoint presentations

Ensure that all work is completed with a high level of attention to detail and accuracy

Establish and foster positive interpersonal interactions and a professional network with Administrative Coordinators, Research colleagues and external partners in a tactful and…