Administrative Coordinator

Gilead Sciences • Foster City, CA

1d • Onsite

About The Position

The Administrative Coordinator provides administrative and operational support to the Vice President of Foster City Manufacturing and the broader site organization. The role coordinates executive activities, business operations, communications, events, and administrative processes, using digital tools, organizational skills, and sound judgment to support efficient workflows and accurate execution in a regulated manufacturing environment. This position is based onsite in Foster City, California.

Requirements

• High school diploma and 3 or more years of relevant experience, or an associate degree and 2 or more years of relevant experience.

Nice To Haves

• Advanced proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Advanced proficiency with enterprise expense, procurement, and legal or contract systems.
• Demonstrated integrity, accountability, and ownership.
• Strong organizational and prioritization skills, with the ability to manage multiple assignments, deadlines, and stakeholders with minimal supervision.
• Strong written, verbal, and interpersonal communication skills.
• Experience supporting senior leaders in a collaborative, fast-paced organization.
• Experience working across functions, organizational levels, cultures, and geographic locations.
• Knowledge of administrative and office policies and procedures.
• Working knowledge of Good Manufacturing Practice principles, including good documentation practices, data integrity, and inspection readiness.
• Experience in pharmaceutical or biotechnology manufacturing and familiarity with industry terminology.
• Experience with controlled-document workflow management tools or systems, such as Veeva Vault.
• Experience with Lean Manufacturing and Continuous Improvement concepts.
• Experience with workflow automation or AI tools, such as Power Automate or Microsoft Copilot agents.
• Ability to adopt new digital tools and demonstrate accountability and consistency in a regulated manufacturing environment.

Responsibilities

• Manage the Vice President’s calendar, travel, expenses, and key commitments.
• Coordinate internal, cross-functional, and external meetings across time zones, including logistics, agendas, materials, and follow-up actions.
• Prepare and edit correspondence, reports, presentations, briefing materials, and other business or technical documents for accuracy and consistency.
• Handle sensitive and confidential information with discretion and professionalism.
• Identify and implement improvements to administrative processes and workflows supporting the Foster City Manufacturing site.
• Perform routine responsibilities independently with minimal supervision and seek direction as needed for non-routine work.
• Use Microsoft Copilot and other digital tools to draft communications, develop internal content, prepare briefings, summarize meetings and email threads, and track follow-up activities.
• Verify AI-generated content for accuracy, tone, and confidentiality in accordance with company AI, data privacy, and records policies.
• Identify opportunities to apply AI and digital tools to administrative processes and share useful practices with site staff.
• Coordinate onboarding logistics for employees, contractors, and leaders, including workspace, access, equipment, training enrollment, and introductory meetings.
• Coordinate facility visits, tours, inspections, and audits, including logistics, site access, and safety requirements.
• Process purchase requisitions, purchase orders, invoices, and vendor setup, and track assigned spending against budget.
• Maintain organization charts, distribution lists, Teams and SharePoint sites, and administrative records.
• Partner with the site Strategy and Operations lead to coordinate leadership meetings, governance and escalation meetings, and annual deliverables.
• Coordinate town halls, team-building and recognition events, and executive leadership visits.
• Support site communications and change initiatives, including announcements and organizational updates.
• Gather and reconcile information from multiple sources for reports and trackers, and follow action items through resolution.
• Serve as a resource and backup for other administrative staff as needed.

Benefits

• May be eligible for a discretionary annual bonus.
• May be eligible for discretionary stock-based long-term incentives; eligibility may vary by role.
• Paid time off.
• Company-sponsored medical insurance.
• Company-sponsored dental insurance.
• Company-sponsored vision insurance.
• Company-sponsored life insurance.

What This Job Offers

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