Administrative Coordinator

Gilead Sciences•Foster City, CA

1d•$109,650 - $141,900•Onsite

About The Position

Gilead is seeking a highly organized and proactive Administrative Coordinator to provide comprehensive support to the CMC Regulatory Affairs leadership team. This role is responsible for managing complex calendars, coordinating leadership meetings and large-scale events, overseeing travel and expense reporting, supporting department operations and budget activities, and driving multiple projects to successful completion. The ideal candidate thrives in a fast-paced environment, demonstrates exceptional attention to detail and professionalism, and effectively collaborates across functions while anticipating business needs and supporting executive priorities with minimal supervision.

Requirements

Requires a minimum of a high school diploma plus 3-5+ years administrative experience
Demonstrated effective verbal, written, and interpersonal skills
Proven knowledge and understanding of administrative and office policies and procedures
Advanced knowledge and experience using a number of office software
Must possess good proofreading and editing skills of technical documents
Works under minimal supervision; proactive and anticipates future department needs and prepares accordingly
Excellent verbal and written skills with strong attention to detail
Ability to juggle multiple priorities and manage complicated calendars across multiple executives and external personnel
Successful experience in fast-paced, high growth environment
Must have excellent customer-service orientation, high degree of professionalism, and be a strong team player
Must be able to prioritize and manage multiple projects simultaneously
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
Exceptional professionalism and ability to handle confidential materials
Ability to manage multiple projects simultaneously and possess outstanding organizational skills

Responsibilities

Prioritizes workload involving multiple large projects/timelines. Such projects may include coordinating or leading the implementation of new and/or revised software applications/databases including interfacing with vendors, ensuring user training, etc. with minimal guidance.
Leads the planning, logistics, and scheduling for CMC Regulatory Affairs Leadership Team meetings and any other similar leadership meeting needs.
Leads, coordinates travel/ trips; and prepares/ submits travel Concur reports for CMC RA Executive directors.
Supports coordination of office space in Foster City.
Arranges for needed resources in order to meet timelines.
Uses advanced level software programs such as Excel, ChemDraw, Filemaker Pro, Access and PowerPoint to create graphs, charts, spreadsheets, and LCD presentations.
Under manager’s direction, creates draft reports, documents, presentations and templates using raw data. May gather data using internet searches.
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.
Responsible for coordinating large events which includes the planning, organizing and implementation of a number of event activities.
Liaises with guests and speakers to assess needs and coordinates, as needed, such activities as travel, hotel, expense reports and tools and materials for presentations.
Typically, coordinates the preparation of annual budget, reviews monthly budget, reviews and researches variances.
May coordinate group lease cars requirements and activities (at International Locations).
May screen and prioritize manager’s mail and email; and manage managers calendar’s (including Pharmaceutical Development & Manufacturing Leadership Team, CMC Regulatory Affairs Leadership Team OOO calendars).
Ongoing, acts as a resource to other administrative assistants and is cross-trained to cover for another administrative assistant if he/she is out of the office for an extended period of time.