Administrative Coordinator

Gilead Sciences • Foster City, CA

4d • $109,650 - $141,900 • Onsite

About The Position

We are seeking an experienced, highly organized, and proactive administrative professional to provide administrative support to key leaders in the Oncology Clinical Development Organization. The position will be on-site and based in Foster City, CA. The position has a high level of visibility on the team and within the organization.

Requirements

• Demonstrated effective verbal, written, and interpersonal skills.
• Strong attention to detail and highly organized
• High level of integrity and confidentiality with sensitive information
• Proven knowledge and understanding of administrative and office policies and procedures.
• Must possess good proofreading and editing skills of technical documents.
• Ability to review the work of lower-level administrative assistants.
• Demonstrated high level of proficiency with MS Office Suite, Outlook, Word, PowerPoint and Excel.
• Works under minimal supervision; proactive and anticipates future department needs and prepares accordingly.
• BA/BS and 0+ years of relevant experience; OR AA and 2+ years of relevant experience; OR High school diploma and 3+ years of relevant experience

Nice To Haves

• Experience as a senior administrative experience supporting executive(s)
• AA or higher preferred

Responsibilities

• Perform a wide variety of administrative activities including handling complex projects and complex events requiring the gathering, reporting, sharing of information.
• Advanced skills and extensive experience in the accurate creation of travel itineraries, expense reports, and calendar management for the executives.
• Use advanced level software programs such as MS Outlook, Excel, and PowerPoint to create graphs, charts, spreadsheets, and presentations.
• Manage workflows, including creating and processing work orders, purchase orders, and onboarding suppliers.
• Recommend, interpret, and/or implement company and internal administrative policies and procedures and serves as a lead for the department by guiding/informing/advising other professionals.
• Interfaces with senior level external parties to provide information and answer queries.
• Interfaces with a very broad range of internal management and staff in the course of meeting a wide range of administrative needs.
• Attend meetings and accurately takes minutes, capturing the essence of the discussion and notes actions items for follow-up.
• Perform routine activities such as creating PowerPoint presentations, and assembling reports
• Work with Senior Admin Lead to design/revise processes to enhance workflow, which includes the use of software to generate reports, statistics, timelines, correspondence and presentations
• Prioritize 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.
• Schedule candidate interviews and arrange hotel and travel accommodations ensuring a positive candidate experience in partnership with Talent Acquisition
• Anticipate and successfully arranges for needed resources in order to meet timelines
• Under manager’s direction, creates draft reports, documents, presentations and templates using raw data.
• Understand 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.
• Assist with facilities space planning or office set-up.
• May screen and prioritize manager’s mail and email.
• Work collaboratively within a team of Administrative Coordinators.
• Assist in the orientation and onboarding 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

• company-sponsored medical, dental, vision, and life insurance plans
• discretionary annual bonus
• discretionary stock-based long-term incentives (eligibility may vary based on role)
• paid time off

What This Job Offers

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