Administrative Coordinator

Overview

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.

• Provide full range of administrative support for the Senior Vice President, proactively managing the calendar with the poise and professional conduct needed to adapt to last minute changes and requests.
• Manage significant (sometimes >50%) domestic and international travel for the SVP, and prepare detailed and thoughtful itineraries including briefing documents that may also be used by C-level executives.
• Represent the department professionally at all times, including during the SVP’s many absences due to business travel.
• Build effective relationships with Executive Coordinators to C-level executives by being highly responsive and flexible, with a “can do” approach to problem solving.
• Organize team events including offsites and team-building. Ensure smooth on-boarding of new team members, and day-to-day management of team (e.g. birthdays, anniversaries, company event awareness, vacation schedules etc).
• Maintain email distribution lists for both internal and external customers.
• Other administrative tasks including expense report submission and oversight of function budget.
• Possible stretch assignments depending on capability and interest (e.g. contributing to our Weekly newsletter, project managing key events).

The successful candidate should have very strong written and verbal communication skills, and additionally be proficient in Microsoft Office (Word, Excel and PowerPoint). A fun personality and ability to work with others are a must.

• Requires a minimum of a high school diploma plus 3+ years senior administrative experience supporting executive(s) or 2 years related experience with an AA degree.
• Proficiency in Microsoft Excel, Word, PowerPoint, Visio, and MS Teams.
• Fluency in English, both oral and written.
• Strong attention to detail in day-to-day tasks
• Ability to handle confidential information with integrity and discretion.
• Demonstrated leadership and collaboration skills within the team.
• Proactive approach, comfort with responding to changing priorities.
• Ability to work independently with minimal supervision.
• Excellent time management and organizational abilities.
• Strong interpersonal and communication skills, both internally and externally.

• 2 years of related experience with an Associate’s degree or higher.
• Experience demonstrates strong performance in a fast moving, ever-changing work environment, and experience managing significant executive travel.

The salary range for this position is: $ - $. 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…