Gilead: Admin Coordinator

About Gilead:

Gilead Sciences, Inc. is a research-based biopharmaceutical company that discovers, develops and commercialises innovative medicines in areas of unmet medical need. With each new discovery and investigational drug candidate, we seek to improve the care of patients living with life-threatening diseases around the world. Gilead’s therapeutic areas of focus include HIV/AIDS, liver diseases, cancer and inflammation, and serious respiratory and cardiovascular conditions.

Specific Responsibilities

Assistance in the organization of meetings, TCs; Assistance in the organization of travels and accommodation; Management of expense reports; Assistance in the training activities carried out by Legal and HR Departments. Currently, scheduling training of employees, coordinating agendas, managing records signed by the employees).
Assistance with documentation managed within Legal and HR department and point of contact with Notaries secretaries, external counsel’s assistants, HR providers, etc.; Support in the organization of legal and HR files (scanning documentation, organizing files, etc).; Assistance with visits and employees of other affiliates (booking of meeting rooms, catering, transport, etc), Management of office materials needed in Legal and HR Departments.

Essential Duties and Job Functions

In addition to Senior Administrative Assistant responsibilities, prioritizes workload involving multiple large projects/timelines. Such projects may include coordinating or leading the implementation of new and/or revised software applications/databases including interfacing with vendors, ensuring user training, etc. with minimal guidance.

Arranges for needed resources in order to meet timelines.

Uses advanced level software programs such as Excel, ChemDraw, Filemaker Pro, Access and PowerPoint to create graphs, charts, spreadsheets, and LCD presentations.

Under manager’s direction, creates draft reports, documents, presentations and templates using raw data.

May gather data using internet searches. Understands the goals and objectives of the entire department and contributes to the attainment of those G&O’s. Keeps the bigger picture in mind and influences workflows accordingly.
Responsible for coordinating large events which includes the planning, organizing and implementation of a number of event activities.

Liaises with guests and speakers to assess needs and coordinates, as needed, such activities as travel, hotel, expense reports and tools and materials for presentations.

Typically, coordinates the preparation of annual budget, reviews monthly budget, reviews and researches variances.

May coordinate group lease cars requirements and activities (at International Locations).

May assist with facilities space planning or office set-up.

May screen and prioritize manager’s mail and email.

Assists in the orientation of new administrative assistants and other staff.

Ongoing, acts as a resource to other administrative assistants and is cross-trained to cover for another administrative assistant if he/she is out of the office for an extended period of time.

Knowledge, Experience and Skills

Excellent verbal, written, and interpersonal skills are required.

Requires knowledge and understanding of administrative and office policies and procedures.

Must possess good proofreading and editing skills of technical documents.

Has the ability to review the work of lower level administrative assistants. Advanced knowledge and experience using a number of office software.

Works under minimal supervision.

Receives occasional direction from manager to perform non-routine job responsibilities and duties.

Requires a minimum of a high school diploma plus extensive administrative experience.

This position is not a career stepping stone position leading to Executive Coordinator; incumbents with appropriate knowledge and experience may qualify for other positions that support certain functional areas (e.g., support role for marketing, finance, clinical research, etc.).

If this is not the right move for you now but remain interested in a career at Gilead Sciences please connect with us via our talent community: https://gilead.avature.net/Gilead