Administrative Coordinator

Gilead Sciences•Parsippany, NJ

15h•Onsite

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. Provides high-level administrative and coordination support to an individual manager and to the Regulatory, Safety, and Quality teams based in Parsippany, NJ. The role requires sound judgment, strong organization, discretion, attention to detail, and the ability to manage multiple priorities, projects, and timelines with minimal supervision.

Requirements

Excellent verbal, written, interpersonal, organizational, proofreading, and editing skills, including the ability to handle technical and confidential information with discretion.
Demonstrated ability to plan complex domestic and international travel and to create detailed, accurate, and easy-to-follow travel itineraries.
Experience coordinating large meetings and events in the United States and internationally, with strong attention to logistics, budgets, deadlines, and stakeholder communications.
Working knowledge of SAP Ariba Procurement or a comparable purchasing system, including purchase requisitions, purchase orders, supplier coordination, receiving, and invoice follow-up.
Advanced proficiency with Microsoft Outlook, Word, Excel, PowerPoint, Teams, and SharePoint; ability to learn and use additional administrative, procurement, travel, and expense systems.
Ability to work independently under minimal supervision, exercise good judgment, adapt to changing priorities, and support multiple teams and senior stakeholders in a fast-paced environment.
Knowledge and understanding of administrative and office policies and procedures, with a demonstrated commitment to following company policies, approval requirements, and applicable local guidance.
High school diploma or equivalent required; additional business, administrative, or related education is preferred.
Minimum of 3 to 5 or more years of progressively responsible administrative experience, including support for senior leaders or multiple functions.

Nice To Haves

Experience supporting Regulatory, Safety, Quality, pharmaceutical, biotechnology, healthcare, or another highly regulated environment is preferred.
Experience coordinating international travel and large-scale events and using SAP Ariba Procurement or a comparable purchasing platform is strongly preferred.

Responsibilities

Provides administrative and clerical support to the manager and to the Regulatory, Safety, and Quality teams in Parsippany, partnering across functions and with internal and external stakeholders as needed.
Manages complex calendars, schedules meetings across time zones, anticipates conflicts, prepares agendas and meeting materials, and organizes internal and cross-functional meetings.
Plans and coordinates domestic and international business travel for the manager, including air, hotel, ground transportation, and other logistics through approved company channels.
Prepares clear, comprehensive itineraries that include confirmation details, meeting locations, local transportation, key contacts, and relevant timing information; monitors travel changes and promptly updates the traveler and affected stakeholders.
For international travel, proactively identifies and helps coordinate applicable passport and visa needs, country-specific guidance, travel risk reviews, required approvals, security considerations, and IT equipment requirements.
Ensures arrangements are made in accordance with current company travel, expense, security, and country-specific policies.
Coordinates interview and onboarding activities, including scheduling, travel arrangements, agendas, assessment materials, computer equipment, workspace needs, and new-hire materials for the employee’s first day.
Orders office and business supplies through SAP Ariba Procurement and maintains appropriate records.
Creates and processes purchase requisitions and purchase orders, monitors approvals and status, coordinates with suppliers and internal partners, and supports PO updates, receiving, invoice resolution, accrual review, and closeout activities, as applicable and in accordance with company policies and approval authorities.
Plans and coordinates large meetings and events in the United States and internationally, as needed.
Manages end-to-end logistics, including venue selection, contracts and purchase orders, budgets, attendee communications, registration, room blocks, catering, audiovisual and technology needs, travel and ground transportation, speaker and guest requirements, presentation materials, on-site support, expense reconciliation, and post-event follow-up.
Coordinates international events and group travel in alignment with applicable country guidance, travel and security requirements, local regulations, business conduct requirements, and company approval processes.
Escalates issues and engages Procurement, Travel, Security, IT, Legal, Compliance, Finance, Facilities, and other partners as appropriate.
Tracks, gathers, records, and verifies complex data and information from multiple sources.
Conducts research assignments, supports budget tracking, and assists with monthly budget reviews and variance research as directed by the manager.
Creates, edits, proofreads, and formats correspondence, technical documents, reports, presentations, templates, spreadsheets, charts, and other materials using Microsoft 365 applications and other relevant systems.
Prioritizes workload across multiple projects and timelines, identifies required resources, follows through on commitments, and keeps broader department goals and objectives in view when coordinating work.
Liaises with external agencies, vendors, guests, and speakers to coordinate activities important to the function.
Supports facilities space planning, office setup, and other operational needs as required.
Serves as a resource to other administrative professionals, assists with orientation and knowledge sharing, and provides coverage for other administrative colleagues when needed.