Administrative Coordinator

Gilead Sciences • La Verne, CA

9d • Onsite

About The Position

At Gilead, we’re creating a healthier world for all people. For more than 35 years, we’ve tackled diseases such as HIV, viral hepatitis, COVID-19 and cancer – working relentlessly to develop therapies that help improve lives and to ensure access to these therapies across the globe. We continue to fight against the world’s biggest health challenges, and our mission requires collaboration, determination and a relentless drive to make a difference. Every member of Gilead’s team plays a critical role in the discovery and development of life-changing scientific innovations. Our employees are our greatest asset as we work to achieve our bold ambitions, and we’re looking for the next wave of passionate and ambitious people ready to make a direct impact. 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 Gilead and help create possible, together. Job Description We are seeking a motivated Administrative Coordinator to support the Site Head of Manufacturing Operations and the leadership team in La Verne, California. This role provides administrative support across a highly matrixed organization and works closely with other site administrative staff. A key part of the role involves driving employee engagement and supporting small projects. This is an excellent opportunity for someone with experience who is looking to get their foot in the door at a large, patient‑focused organization. Ideal candidate will be proactive, resourceful, customer‑service oriented, and professional. This is a fully onsite role, based at our La Verne campus.

Requirements

• 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.
• Advanced knowledge and experience using a number of office software.
• Works under minimal supervision.
• Receives occasional direction from manager to perform non-routine job responsibilities and duties.
• A high school diploma plus 3-5+ years administrative experience.

Responsibilities

• Facilitation of executive leadership meetings, agendas, logistics and materials, and tracking of outstanding action items.
• Leads the coordination of meeting and travel arrangements across multiple functions, geographies, and organizations for managers, senior executives on site, and visitors.
• 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.
• Arranges for needed resources in order to meet timelines.
• Uses advanced level software programs such as Excel, smartsheet, teams 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 assist with facilities space planning or office set-up.
• May screen and prioritize manager’s mail and email.
• Assists in the orientation of new administrative assistants and other staff.
• 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.

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
• Education Level: High school or GED