Administrative Assistant

Kite Pharma • Philadelphia, PA

38d

About The Position

We’re here for one reason and one reason only – to cure cancer. Every moment is dedicated to developing treatments and every action moves us one step closer to our goal. We’ve made incredible scientific breakthroughs and our pioneering personalized CAR T-cell therapies have changed the paradigm. But we're not finished yet. Join Kite, as we make even bigger advances in cancer therapies, and help shape where our business and medical science goes next. 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 Kite and help create more tomorrows. Job Description The Administrative Assistant is at the forefront of supporting senior leaders to shape the future of the organization. This role provides essential business partnership and operational support for designated senior leaders. Harnessing the latest digital tools and collaborative platforms, the Administrative Assistant will ensure seamless daily operations, foster effective communication and strong partnerships, and drive continuous improvement in administrative processes.

Requirements

• Bachelor’s Degree and 0+ years of administrative experience supporting senior leaders in a fast paced and matrixed environment OR Associate’s degree and 2+ years of administrative experience supporting senior leaders in a fast paced and matrixed environment OR High School Degree and 4+ years of administrative experience supporting senior leaders in a fast paced and matrixed environment

Nice To Haves

• 3-5 years administrative experience supporting senior leaders in a fast paced and matrixed environment
• Degree in office management, or a related field preferred
• Excellent verbal and written communication skills.
• Demonstrates agility and adaptability in a fast-changing environment and acts as a catalyst for significant organizational change initiatives.
• Proficiency in office technology, including spreadsheets, databases, AI tools and scheduling tools.
• Strong organizational skills and attention to detail.
• Ability to work independently and as part of a team.
• Embraces new technologies (including AI).
• Demonstrates a proactive, continuous-learning mindset to support evolving business needs.
• Ability to effectively prioritizes a workload within the scope of designated leaders.

Responsibilities

• Organizes meetings and manages schedules and appointments for designated leaders, ensuring smooth coordination across various formats (face-to-face, hybrid, remote) and time zones.
• Handles travel arrangements for designated leaders, covering accommodations, itineraries, and expense report coordination for designated leaders.
• Coordinates large internal events such as functional, national, regional, global, and US-specific meetings.
• Manages, maintains, coordinates and provides operational support to assigned team leaders to ensure accurate tracking, timely reporting, and smooth execution of financial management activities, including budget planning, departmental expenditure, financial forecasting, and monthly accrual processes.
• Responsible for the procurement and service contract management for office-related items.
• Provides guidance for new administrative coordinators during the onboarding and offboarding process.
• Uses advanced software tools including Microsoft Office, Copilot and function-specific software to analyze data, enhance communication, and create documents, presentations, and reports.
• Supports workflow and collaboration improvements using collaboration tools like Microsoft 365, Teams, and SharePoint.
• Main point of contact for the Kite displays in the general office space.
• Offers cross-functional coverage for peer administrative duties as needed including procurement, IT, and facility.
• May contribute to space planning and allocation to improve workplace environments in collaboration with Facilities utilizing the Integration Workplace Management System

Benefits

• 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: https://www.gilead.com/careers/compensation-benefits-and-wellbeing
• Eligible employees may participate in benefit plans, subject to the terms and conditions of the applicable plans.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level