Proj Mgmt Asst I

Gilead Sciences•La Verne, CA

18h

About The Position

The Project Manager Assistant I supports site and departmental initiatives at Gilead La Verne by coordinating space planning activities, managing contract and work order processes, and providing administrative support for facilities- and operations-related projects. This role partners with cross-functional stakeholders to help ensure projects are appropriately scoped, documented, tracked, and executed in alignment with site priorities, timelines, and compliance expectations. The position requires strong organizational skills, attention to detail, and the ability to manage multiple assignments in a fast-paced, regulated environment.

Requirements

Bachelor’s degree in business, Engineering, Facilities Management, Project Management, or a related field; or equivalent combination of education and relevant experience.
1–3 years of project coordination, facilities support, operations, or administrative experience in a corporate, manufacturing, or regulated environment.
Experience supporting space planning, facilities coordination, contract administration, work order management, or related operational processes preferred.
Strong organizational and documentation skills with the ability to manage multiple priorities and meet deadlines.
Proficiency in Microsoft Office applications, including Excel, Word, PowerPoint, and Outlook.
Strong written and verbal communication skills with the ability to work effectively across functions.
Demonstrated attention to detail, follow-through, and problem-solving capability.
Ability to work independently while also contributing effectively as part of a team.

Nice To Haves

Familiarity with facilities, maintenance, or space planning systems and processes.
Experience working with purchase orders, contracts, vendor coordination, and invoice tracking.
Knowledge of project tracking tools and administrative workflows in a regulated or GMP environment.
Ability to support continuous improvement of administrative and project coordination processes.

Responsibilities

Coordinate and support space planning activities for departmental and site needs, including workspace allocation, moves, reconfigurations, and utilization tracking.
Partner with internal stakeholders to gather requirements, document project scope, and align space planning solutions with business priorities and operational constraints.
Create, process, and track contracts, purchase requests, service agreements, CDA/NDA’s and related documentation in accordance with internal procedures and approval workflows.
Initiate, monitor, and reconcile work orders for facilities, maintenance, and project-related activities; ensure timely follow-up and closure of open items.
Maintain project records, schedules, trackers, meeting notes, and status updates to support effective communication and execution.
Assist with vendor coordination, including scheduling, documentation collection, and follow-up on deliverables, invoices, and service completion.
Support budget tracking and administrative reporting for assigned projects and departmental activities.
Identify and help resolve administrative issues within the group, including documentation gaps, process bottlenecks, and coordination challenges.
Collaborate with cross-functional teams such as Engineering, Facilities, EHS, Finance, Procurement, and Operations to support project implementation.
Ensure documentation and administrative activities are completed accurately and in compliance with site procedures and applicable quality requirements.
Provide general project coordination support for small to mid-sized initiatives as assigned.