Administrative Coordinator, US Medical Affairs Gilead
Full Time
Foster City, CA 94404
Posted
Job description
For Current Gilead Employees and Contractors:
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Job Description
Administrative Coordinator, US Medical Affairs
Gilead Sciences, Inc. is a research-based biopharmaceutical company that discovers, develops, and commercializes innovative medicines in areas of unmet medical need. We strive to transform and simplify care for people with life-threatening illnesses around the world. Gilead's portfolio of products and pipeline of investigational drugs includes treatments for HIV/AIDS, COVID, HBV, HCV, HDV, Oncology, and Cell Therapy as well as Inflammatory Diseases co. Gilead is a patient-centric, science-focused company.
Reporting to the Vice President of US Medical Affairs, this position provides comprehensive administrative support for the VP of US Medical Affairs and the Patient Access and Quality Care (PAQ) team. This support includes scheduling, logistics, travel planning, meeting support, event planning, SOW/PO management and expense management.
This position will work in a fast-paced environment and engage with key internal and external parties on the US Medical Affairs and PAQ team’s behalf and will be based in Foster City, California.
Responsibilities include but are not limited to:
- Perform highly diverse and complex administrative functions, including but not limited to proactive calendar management, preparing travel and expense reports, coordinating travel arrangements, and ensuring manager meeting preparedness (e.g. assembling meeting agendas, materials, pre-reads & post meeting minutes as necessary)
- Support specific team operations through scheduling of All Hands Meetings, Leadership Team Meetings, and department-level event planning, etc.
- Serve as Admin Team Lead for the US Medical Affairs team including:
- Assessing administrative support needs and coordinating back-up coverage among team members for both planned and unplanned absences.
- Actively driving the admin team communication to ensure new procedures and processes are rolled out in timely and efficient manner
- Participating in the recruitment and hiring of new administrative team members
- Ensuring active engagement of administrative team members within local department and culture events
- Recommend and implement company administrative policies and procedures
- Schedule candidate interviews and arrange hotel and travel accommodations ensuring a positive candidate experience in partnership with Talent Acquisition
- Coordinate large events which includes the planning, organizing and implementation of several event activities
- Assist in the orientation and onboarding of new staff, including office set-up.
- Organize meetings and events including scheduling, coordinating room schedules, AV assistance and catering
- As needed, create purchase orders, and assist in reconciling open purchase requisitions or serve as a key point of contact to help resolve payment/invoicing/ordering issues
- Maintain professional discernment on appropriate urgency/prioritization to complete
- Understand and track team’s priorities and to-do items, ensuring the Vice President is aware of priority items including proactive calendar and time management Knowledge, Experience and
Skills:
- Requires a minimum of a high school diploma plus 10+ years of senior administrative experience supporting senior executive(s)
- Associates Degree or higher preferred
- The expectation is this role must be onsite as needed, by Gilead policies
- Demonstrated effective verbal, written, and interpersonal skills
- Flexibility to be able to effectively work with a global team located in different time zones
- Proven knowledge and understanding of administrative and office policies and procedures
- Works under minimal supervision; proactive and anticipates future department needs and prepares accordingly
- Must have demonstrated excellence in negotiating vendor contracts, and managing vendors
- Strong organizational, project management, and problem-solving skills with exceptional multi-tasking abilities
- Exceptional attention to detail
- Excellent interpersonal skills and outstanding verbal and written communication skills
- Self-starter mindset, with the flexibility to take on a wide range of responsibilities and work independently
- High ethical standards and excellent judgment guide decision-making, always operating under Gilead Science compliance guidance
- Ability to maintain a high level of discretion and confidentiality with sensitive company information
- 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
- Values-based leadership consistent with Gilead’s Core Values
For jobs in the United States:
As an equal opportunity employer, Gilead Sciences Inc. is committed to a diverse workforce. Employment decisions regarding recruitment and selection will be made without discrimination based on race, color, religion, national origin, gender, 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
careers@gilead.com
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
PAY TRANSPARENCY NONDISCRIMINATION PROVISION
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 log onto your
Internal Career Site
to apply for this job.
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