Administrative Coordinator

Gilead Sciences • Foster City, CA

1d • Onsite

About The Position

Gilead is seeking an Administrative Coordinator, Internal Quality to provide administrative and operational support to the Vice President of Internal Quality and three Executive Directors. This role involves coordinating complex calendars, meetings, events, travel, financial administration, onboarding, and departmental resources. The Administrative Coordinator will manage multiple projects and timelines, anticipate resource needs, and work with minimal supervision to support the department’s goals and day-to-day operations.

Requirements

• Excellent verbal, written, interpersonal, proofreading, and editing skills.
• Strong organizational and prioritization skills, with close attention to detail and the ability to coordinate multiple activities simultaneously.
• Knowledge and understanding of administrative and office policies and procedures.
• Advanced proficiency with Microsoft 365 applications, including Outlook, Teams, Word, Excel, PowerPoint, and SharePoint.
• Ability to prepare and refine professional presentations, reports, spreadsheets, and meeting materials.
• Sound judgment and discretion when handling confidential or sensitive information.
• Proactive, collaborative, service-oriented approach and the ability to adapt to changing priorities.
• Ability to work independently under minimal supervision, with occasional direction for non-routine responsibilities.
• High School and Three Year's Experience OR Associate Degree and Two Year's Experience OR Bachelors Degree

Nice To Haves

• Bachelor’s degree or equivalent combination of education and experience preferred.
• Experience supporting senior leaders and coordinating complex calendars, meetings, events, travel, and budget-related activities preferred.
• Experience in the pharmaceutical, biotechnology, healthcare, or life sciences industry preferred.

Responsibilities

• Understand the goals and objectives of Internal Quality and align administrative activities to support their achievement.
• Prioritize workload across multiple projects and timelines, arrange needed resources, and coordinate follow-through with minimal guidance.
• Serve as a point of contact for administrative inquiries and as a resource to other administrative professionals.
• Use advanced Microsoft 365 applications, SharePoint Online, meeting technologies, and other administrative systems to prepare documents, presentations, spreadsheets, reports, templates, and departmental materials.
• Maintain organizational charts, distribution lists, departmental information, office supplies, and workspace logistics.
• Coordinate onboarding activities for new employees, including equipment, workspace, required training, and orientation support.
• Provide back-up coverage for administrative colleagues and maintain cross-training to support continuity of operations.
• Manage complex calendars for the Vice President and three Executive Directors, incorporating business priorities, preparation time, travel time, and follow-up time.
• Coordinate meetings across functions and leadership levels in partnership with other administrative professionals, and ensure locations and virtual meeting details are current.
• Coordinate recurring leadership and team meetings, including agenda reminders, materials, logistics, notes, decisions, action items, and follow-up tracking.
• Schedule people-related activities in alignment with enterprise timelines, including talent reviews, calibrations, quarterly check-ins, and year-end reviews.
• Coordinate all-hands and organizational meetings by gathering agenda items, consolidating presentation materials, preparing standard slides, and confirming logistics.
• Coordinate department meetings, off-sites, leadership events, and team activities, including planning support, venues, catering, audiovisual needs, attendee communications, and on-site issue resolution.
• Arrange domestic and international travel, accommodations, ground transportation, and related documentation in accordance with company policy.
• Prepare and process expense reports, purchase orders, vendor onboarding requests, invoices, and other administrative transactions.
• Coordinate annual budget preparation, review monthly budget information, track invoices and commitments, and research variances in partnership with Finance.
• Ensure administrative activities and records are completed accurately and in accordance with company policies and procedures.

Benefits

• Discretionary annual bonus
• Discretionary stock-based long-term incentives
• Paid time off
• Company-sponsored medical, dental, vision, and life insurance plans

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED