Administrative Coordinator, FP&A - Foster City, CA

Gilead Sciences•Foster City, CA

1d•$109,650 - $141,900•Hybrid

About The Position

The Administrative Coordinator, FP&A role supports to two Vice Presidents, acting as an enabler and force multiplier for these leaders. This role requires a high level of detail-orientation, proactivity, and the ability to maintain strict confidentiality of sensitive information. The coordinator will manage complex calendars, schedule meetings, plan events, and handle travel and expense management, ensuring smooth operations for the executives they support. A consistent in-office presence is expected to facilitate in-person collaboration and real-time issue resolution.

Requirements

Requires a minimum of a high school diploma plus 3-5+ years administrative experience
Excellent verbal, written, and interpersonal skills are required
Requires knowledge and understanding of administrative and office policies and procedures
Must possess good proofreading and editing skills of technical documents
Has the ability to review the work of lower level administrative assistants
Advanced knowledge and experience using a number of office software

Responsibilities

Builds trusting relationships and flexes working style to effectively collaborate across teams and levels to drive outcomes.
Maintains strict confidentiality of sensitive and non-public information (e.g., personnel data, business plans, financial information, and executive communications) in accordance with company confidentiality policies.
Demonstrates a high level of accuracy and attention to detail across all work. Ensures information, schedules, logistics, and deliverables are complete, precise, and thoughtfully reviewed.
Maintains a consistent in‑office presence Monday – Thursday (when VPs are onsite) to effectively support in‑person meetings, leadership interactions, and real‑time issue resolution.
Anticipates executive needs, upcoming deadlines, and potential issues before they arise. Seeks clarity when priorities, expectations, or inputs are ambiguous to ensure alignment across stakeholders and avoid rework or last‑minute escalations.
Communicates clearly, concisely, and with respect across all levels of the organization, accommodating stakeholder preferences. Provides timely updates, sets expectations, and escalates issues appropriately with context and recommended solutions.
Strong project planning and accountability to drive projects from concept through completion. Develops clear plans and timelines and ensures thorough follow-through so that projects are executed efficiently with ample time for leadership review and feedback.
Listens openly, incorporates constructive input, and adjusts approach.
Operates independently within established policies and guidelines. Exercises sound judgment in decision-making, requiring limited oversight once expectations are set.
Manages complex calendars for two VP-level executives, clarifying priorities and making real-time adjustments.
Schedules meetings involving VPs, coordinating with other administrative coordinators and supporting direct reports in scheduling meetings with senior business leaders.
Confirms in-person vs. Zoom attendance for 1:1s and coordinates meeting requests to reduce transit time between buildings.
Builds buffers into the schedule (e.g. prep or travel time) and blocks out follow-up time after important meetings.
Maintains a list of recurring 1:1 and team meetings, ensuring calendar invites are up to date.
Proactively schedules people/HR related meetings in alignment with enterprise timelines.
Sends out reminders for meeting agenda updates before Leadership Team meetings.
Captures decisions, notes, and action items discussed at each Leadership Team meeting.
Works closely with the All Hands Sponsor to set meeting agendas and clarify objectives.
Owns consolidation of presentation decks for All Hands meetings, developing slides where possible and coordinating inputs.
Secures and prepares appropriate venues for meetings, ensuring proper capacity, seating, and audiovisual setup.
Anticipates and proactively communicates updates and addresses potential challenges for events.
Serves as the point person during events to handle unexpected needs or last-minute changes.
Manages travel arrangements and expense processes for VPs, booking domestic and international travel itineraries.
Maintains up to date org charts and distribution lists for each team.
Supports timely onboarding of new team members.
Provides back-up coverage for other administrative assistants as needed.