Administrative Coordinator

Gilead Sciences • Foster City, CA

12d

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. The Administrative Coordinator to the Senior Vice President (SVP), Treasurer & Head of Investor Relations will partner with our SVP to ensure the efficient day-to-day operation of the Treasury and Investor Relations function which includes ~30 employees. This team reports to the Chief Financial Officer of Gilead, and is a high visibility and high impact group. To succeed in this role, you need to be driven, energized by a dynamic environment, and passionate about partnering with our SVP to make the work environment for our team as smooth and enjoyable as possible. The right candidate will constantly be asking, “what can I do to make this better/easier/more efficient?” The successful candidate will be experienced and comfortable operating in a dynamic environment, and dealing with a wide range of stakeholders, including the most senior executives at Gilead. The successful candidate will have an established track record of working independently, and thrive in a fast-moving work environment. In return, the position offers a broad view across the entirety of Gilead’s business, working with a fun and driven team of high-potential individuals.

Requirements

• Requires a minimum of a high school diploma plus 3+ years senior administrative experience supporting executive(s) or 2 years related experience with an AA degree.
• Proficiency in Microsoft Excel, Word, PowerPoint, Visio, and MS Teams.
• Fluency in English, both oral and written.
• Strong attention to detail in day-to-day tasks
• Ability to handle confidential information with integrity and discretion.
• Demonstrated leadership and collaboration skills within the team.
• Proactive approach, comfort with responding to changing priorities.
• Ability to work independently with minimal supervision.
• Excellent time management and organizational abilities.
• Strong interpersonal and communication skills, both internally and externally.

Nice To Haves

• 2 years of related experience with an Associate’s degree or higher.
• Experience demonstrates strong performance in a fast moving, ever-changing work environment, and experience managing significant executive travel.

Responsibilities

• Provide full range of administrative support for the Senior Vice President, proactively managing the calendar with the poise and professional conduct needed to adapt to last minute changes and requests.
• Manage significant (sometimes >50%) domestic and international travel for the SVP, and prepare detailed and thoughtful itineraries including briefing documents that may also be used by C-level executives.
• Represent the department professionally at all times, including during the SVP’s many absences due to business travel.
• Build effective relationships with Executive Coordinators to C-level executives by being highly responsive and flexible, with a “can do” approach to problem solving.
• Organize team events including offsites and team-building. Ensure smooth on-boarding of new team members, and day-to-day management of team (e.g. birthdays, anniversaries, company event awareness, vacation schedules etc).
• Maintain email distribution lists for both internal and external customers.
• Other administrative tasks including expense report submission and oversight of function budget.
• Possible stretch assignments depending on capability and interest (e.g. contributing to our Weekly newsletter, project managing key events).

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: Mid Level
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees