Administrative Coordinator

Kite Pharma • Parsippany, NJ

1d

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 We are seeking an Administrative Coordinator to provide executive-level administrative and clerical support to a group of leaders in the Kite Development organization, a large, highly matrixed and complex enterprise.

Requirements

• Excellent verbal, written, and interpersonal skills are required.
• Exhibits exceptional judgment, discretion, and integrity in handling highly sensitive, confidential, and business critical‑ information.
• Requires knowledge and understanding of administrative and office policies and procedures.
• Must possess good proofreading and editing skills.
• Has the ability to review the work of lower level administrative assistants.
• Strong overall competency with the Microsoft 365 suite (Outlook, Teams, Co-Pilot, PowerPoint, Excel, One Note), with the ability to leverage tools efficiently to support executives or teams.
• Demonstrates advanced proficiency in SharePoint, with the ability to create, optimize, and manage complex sites and content repositories.
• Works under minimal supervision.
• Receives occasional direction from manager to perform non-routine job responsibilities and duties.
• Understands the goals and objectives of the functional department and contributes to the attainment of those G&O's.
• Keeps the bigger picture in mind and influences workflows accordingly.
• High School and Three Year's Experience OR Associate Degree and Two Year's Experience OR Bachelors Degree

Responsibilities

• Responsible for maintaining, scheduling, and organizing a calendar of appointments, meetings, and events.
• Processes invoices and prepares expense reports.
• Includes creating and distributing agendas, collecting assessment forms, and scheduling and making travel arrangements.
• Assist in the orientation of new administrative assistants and other staff, and ensures all new hire materials are arranged for the person’s first day at Kite.
• 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.
• May spend significant amount of time coordinating functional administrative activities which support clinical trials and medical information.
• Responsible for coordinating large events which includes the planning, organizing and implementation event activities.
• Liaise with external persons, agencies or organizations to coordinate activities which are important to the function of the department as needed, such activities as travel, hotel, expense reports and tools and materials for presentations.
• Coordinates the preparation of annual budget, reviews monthly budget, reviews and researches variances.
• May assist with facilities space planning or office set-up.
• May screen and prioritize manager’s mail and email.
• Act 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.
• Gathers, collects, records, tracks and verifies relatively complex data and information from multiple sources.
• Arranges for needed resources in order to meet timelines.
• Under manager’s direction, creates or may assist in the creation of draft reports, documents, presentations and technical documents as needed.

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: Mid Level
• Number of Employees: 501-1,000 employees