Administrative Coordinator

Gilead Sciences • Foster City, CA

5d • Hybrid

About The Position

At Gilead our pursuit of a healthier world for all people has yielded a cure for hepatitis C, revolutionary improvements in HIV treatment and prevention as well as advancements in therapies for viral and inflammatory diseases and certain cancers. We set and achieve bold ambitions in our fight against the world’s most devastating diseases, united in our commitment to confronting the largest public health challenges of our day and improving the lives of patients for generations to come. This role is hybrid/office based 3 days onsite in Foster City, CA. Administrative Coordinator to the Office of Ethics and Compliance Team The Admin Coordinator will support the dynamic and collaborative Office of Ethics and Compliance (OEC) Team, with primary support for the leaders of Global Compliance Operations, US Ethics & Compliance Advisors, Privacy and Data Ethics and Integrated Risk teams, as well as US-based professionals who are part of the ethics and compliance organization. The OEC team provides healthcare compliance guidance and support for multiple functions across the company. OEC team members work closely with various Legal and Compliance colleagues and counterparts based in other geographies.

Requirements

• 3+ years with a High School Diploma and relevant administrative experience, preferably in a pharmaceutical, legal or compliance setting or 2+ years of relevant experience with associate's degree.
• The ability to maintain the highest level of confidentiality and diplomacy is a must.
• Strong project management and multitasking skills are required.
• Proficient computer skills in Microsoft Office Suite (Word, Excel and PowerPoint) are required.
• Strong written and verbal communication skills are required.
• Customer service oriented and able to work collaboratively with a diverse set of stakeholders.
• Proactively helpful with a can-do attitude. Solutions oriented, while providing clear justifications.

Responsibilities

• Provide full range of administrative support for various leaders of the OEC, and other members of the US-based ethics and compliance team team.
• Understand the goals and objectives of the department and contribute to their attainment.
• Strategically analyze business operational processes by gathering data to implement solutions; streamline procedures as needed. Strong organizational skill is required.
• Partner with project owners to prepare and submit purchase orders in the system. Support Work Order (WO) and Change Order (CO) processes by coordinating with project owners and other key stakeholders including Procurement.
• Manage communications with various stakeholders at all levels in a professional manner, including timely and responsive triage of requests for compliance support.
• Work under minimal supervision, while receiving occasional direction from manager(s) to perform non-routine job responsibilities and duties.
• Serve as a resource to other administrative assistants; acquire and maintain cross-training to provide backfill support.
• Schedule meetings, manage scheduling changes and resolve scheduling conflicts.
• Plan, coordinate, and implement events, including catering, of various types and sizes, such as department meetings, team building events and other meetings.
• Organize travel arrangements for meetings and events within the US, and occasionally outside the US.
• Schedule interviews for job openings, which may include travel arrangements for non-local candidates.
• Proactively coordinate and prepare PowerPoint slides and other materials for meetings as requested.
• Efficiently manage multiple ad hoc projects of various sizes, while delivering results within timeline.
• Effectively prioritize workload and independently resolve conflicts related to meeting multiple deadlines.

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