Administrative Coordinator
Gilead Sciences•Foster City, CA
•Onsite
About The Position
The Administrative Coordinator role provides essential administrative and logistical activities that allow teams to reach their full potential. This role will serve two important business functions within Clinical Data Science Organization: Clinical Data Engineering & Analytics (CDEA), and AI Research Center (ARC). Both functions enable capabilities that support CDS’ overarching purpose to develop transformative medicines, by utilizing our domain expertise in science, data, analytics, and technology to drive evidence-based decision-making and innovation.
Requirements
- BA/BS and 1-3 years of administrative or executive support experience; OR AA and 2-3 years of administrative or executive support experience; OR High school diploma and 3+ years of administrative or executive support experience, ideally supporting multiple leaders or business units simultaneously within a matrixed organization.
- Strong organizational and time management skills
- High proficiency in Microsoft Office (Outlook, PowerPoint, Excel, SharePoint, Teams) and collaboration tools such as Teams, SharePoint, and Zoom.
- Ability to manage competing priorities in a fast-paced environment
- Demonstrates strong judgment in appropriately dealing with sensitive and confidential Information
- Strong communication and stakeholder management skills
- Experience coordinating complex scheduling and travel logistics across multiple time zones and stakeholder groups.
Nice To Haves
- Strong organizational and time management skills
- High proficiency in Microsoft Office (Outlook, PowerPoint, Excel, SharePoint, Teams)
- Ability to manage competing priorities in a fast-paced environment
- Demonstrates strong judgment in appropriately dealing with sensitive and confidential information
- Strong communication and stakeholder management skills
- Demonstrated ability to learn and adapt quickly to new systems, processes and organizational priorities.
- Strong interpersonal skills with a collaborative mindset and ability to build relationships across diverse, geographically distributed teams.
Responsibilities
- Manage complex calendars across internal and external stakeholders; prioritize meetings and resolve scheduling conflicts across time zones
- Plan and coordinate internal and external meetings, and offsites; prepare agendas, materials, and takeaways as needed
- Support travel planning, expense reporting, and vendor coordination; manage logistics for team events and cross-functional engagements
- Serve as a point of contact across internal stakeholders and functions; ensure timely communication and follow-up on key actions
- Prepare and format presentations, reports, and communications; maintain organization of files, trackers, distribution lists, and team resources
- Support internal contract workflows, including purchase orders (POs) and invoice tracking/processing; partner with stakeholders to ensure timely submissions and accurate documentation; maintain compliance with company policies and procedures
- Enable smooth team operations, including onboarding coordination (equipment setup, orientation schedules, and introductory meetings); support broader administrative and operational needs as required
Benefits
- company-sponsored medical, dental, vision, and life insurance plans
- discretionary annual bonus
- discretionary stock-based long-term incentives
- paid time off
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
High school or GED
