Administrative Coordinator

Gilead Sciences • Foster City, CA

15d • Hybrid

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 Gilead's mission is to discover, develop, and deliver therapies that will improve the lives of patients with life-threatening illnesses worldwide. In this role, you will serve as an Administrative Coordinator supporting the VP, ERP, Finance & PDM IT, her team and the Bluestream ERP program. Information Technology is at a pivotal point, building key foundations and platforms and accelerating our business through new AI capabilities This position will support a dynamic new leader with a globally-distributed team and multiple internal executive stakeholders and external partners. The Administrative Coordinator will be expected to prioritize and support a busy schedule with competing demands, effectively liaison with executives, and support internal communications, activities and team events for a globally dispersed team. This position will report into the VP, ERP, Finance & PDM IT, and will be based in Foster City, CA (on-site presence required, hybrid-eligible).

Requirements

• High School diploma and 3+ years of relevant experience; OR Associated degree and 2+ years of relevant experience; OR Bachelor's degree and 0+ years of relevant experience

Responsibilities

• Manage and prioritize multiple stakeholders, activities, and deadlines with minimal supervision.
• Manage the VP schedule, travel planning and expensing, and assist with departmental and ERP program travel, events and complex scheduling with executives. Will include scheduling critical meetings with executive stakeholders for VP’s direct reports.
• Demonstrate a strong understanding of departmental goals and objectives, contributing proactively to their achievement.
• Plan and coordinate large-scale events, including logistics, scheduling, and execution of multiple concurrent activities.
• Serve as a liaison for internal and external stakeholders, coordinating travel, accommodations, reimbursements, and presentation materials as needed.
• Support team budget processes, which may include collating accruals, monthly review, and variance analysis.
• Conduct operational logistics such as new hire and contractor onboarding, workspace planning and office setup for your teams, collaborating with other functional admins.
• Utilize a wide range of advanced software tools, including Microsoft Excel, Access, PowerPoint, Word, Outlook, SharePoint, and other department-specific applications to support daily operations and strategic initiatives.
• Conduct research and gather data from various sources, including online platforms, to support decision-making and project planning.
• Coordinate necessary resources to ensure timely and successful project execution. Projects may involve coordinating or supporting the implementation of new or updated systems, tools, or processes, including vendor collaboration, user onboarding, and training facilitation.
• Provide cross-functional support, stepping in to assist or cover for other administrative professionals during absences or high-demand periods.

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
• Number of Employees: 5,001-10,000 employees