Administrative Coordinator

Gilead Sciences•Foster City, CA

7d•$109,650 - $141,900•Onsite

About The Position

We are seeking an exceptionally organized, motivated, and professional individual to provide administrative support to the VP of Discovery Sciences & Technologies, the Executive Director of Research Data Sciences and respective department. There will also be need for cross-functional support within Research. An approachable demeanor and the ability to exercise sound judgment and discretion regarding sensitive/confidential and proprietary information is essential.

Requirements

Bachelor’s degree and 0+ years of administrative experience; OR
Associate degree and 2+ years of administrative experience; OR
High School diploma plus 3+ years administrative experience
Excellent verbal, written, and interpersonal skills
Good proofreading and editing skills
Ability to take direction on new lines of work or special assignments and work independently with minimal supervision
Proven office administration and customer service skills are required
Excellent technical skills and advanced knowledge of computer software programs such as Microsoft Outlook, PowerPoint, Word, and Excel

Nice To Haves

Knowledge of other Microsoft Office Suite programs is helpful
Experience with collaborating and working with a team are vital

Responsibilities

Manage heavy calendars; prioritize meetings/candidates. May screen and prioritize manager’s mail and email
Schedule and coordinate departmental staff meetings, team meetings, 1:1’s, skip levels, trainings and workshops
Coordinate meeting and event logistics both on and off-site for the department; negotiate contracts with vendors
Under manager’s direction may gather data, creates draft reports, documents, presentations and templates using raw data. Manage the process for presentation materials for various departmental and team meetings
Strategize, craft, and disseminate internal communications for day-to-day team operations (e.g., changes in policies, processes, department reminders, etc.) editing for grammar and formatting
Arrange and coordinate detail travel plan for the manager or group.
Initiate and process invoices, expenses, travel, and purchasing for SVP and other leadership team members
Submit catering orders for on-campus meal-time meetings
Submit facilities requests (conference room set-up; office furniture requests; move requests, etc.)
Act as primary interview and guest speaker scheduler for the Inflammation department; create interview/visit schedules; coordinate with hiring managers or hosts to assess specific needs (they may vary)
Organize travel arrangements and reimbursements for guest speakers as needed
Day-of support for candidate or speaker seminars including preparation of equipment, materials, catering and escorting
Onboard new hires to ensure that space and computer equipment is available on start date
Create PO’s and other purchasing/funding as needed for the department
Coordinates the preparation of annual budget, reviews monthly budget, reviews and research variances
Coordinate consulting agreements and other contracts with Legal and Business Operations
Electronic file set-up and maintenance including the use of SharePoint
Prepare, format and distribute reports, agendas and PowerPoint presentations
Ensure that all work is completed with a high level of attention to detail and accuracy
Establish and foster positive interpersonal interactions and a professional network with Administrative Coordinators, Research colleagues and external partners in a tactful and professional manner
Provide back-up support to other Research Administrative Coordinators (i.e., vacations, illness, medical leave, etc.) as needed