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Administrative Coordinator, Hiv Jobs

Company

Gilead Sciences
Address , Foster City, 94404, Ca
Employment type FULL_TIME
Salary $104,125 - $134,750 a year
Expires 2023-06-26
Posted at 1 year ago
Job Description
For Current Gilead Employees and Contractors:
Please log onto your
Internal Career Site
to apply for this job.

In this role, you will serve as an administrative coordinator to support the Vice President, HIV Commercial Business Unit.
In addition to Administrative Coordinator responsibilities, primary duties of the role include but are not limited to:
  • ProactitvelyProactively defines work assignmentsWorks on assignments with moderate scope and complexity with minimal supervision
  • Under manager's direction, creates draft reports, documents, presentations, and templates using raw data.
  • Responsible for coordinating large events, including planning, organizing, and implementing several event activities.
  • Prioritize workload involving multiple large projects/timelines.
  • 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.
  • Ongoing acts as a resource to other administrative coordinators and are cross-trained to cover for other administrative coordinators if they are out of the office for an extended period of time.
  • May assists with facilities space planning or office set-up.
  • Uses advanced software programs such as Excel, ChemDraw, Filemaker Pro, Access, and PowerPoint to create graphs, charts, spreadsheets, and LCD presentations.
  • Coordinates and manages activities that impact the department to ensure implementation of broader company initiatives and changes such as IT and office tools, and space management
  • May coordinate group lease cars requirements and activities (at International Locations).
  • May screen and prioritize manager's mail and email.
  • Arranges for needed resources to meet timelines.
  • AssistsSupports aspects of in the orientation of new administrative assistants and other staff. Coordinates cross-functional working with the 5 admin coordinators within the HIV Business Unit
  • May gather data using internet searches.
  • 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.
  • Executive assistant to a senior executive who leads a team of 350 people across the US, and has commercial responsibility for a $14Bn Business
  • Keeps the bigger picture in mind and influences workflows accordingly.
  • Organizes internal, cross-functional and external meetings;meetings, including scheduling, sending reminders, and organizing catering when necessary
  • Understands the goals and objectives of the entire department and contributes to the attainment of those G&O's.
  • Arranges agendas and takes meeting minutes, accurately documenting key points and actions and distributes as required
  • Supports extensive travel requirements and preparation of complex expense reports
  • Typically, coordinates the preparation of the annual budget, reviews monthly budgets, and researches variances.
  • Managing the executive’s calendar, including using judgement and critical thinking to prioritize and or shift schedules for critical meetings. Understands organizational dynamics and builds networks within the broader admin organization to facilitate scheduling.
  • Creates or assists in the creation or review of presentation materials and communications, drafts documents or templates as needed
Basic Qualifications:
High School and Three Years Experience
OR
Associate Degree and Two Years' Experience
OR
Bachelor's Degree
Preferred Qualifications:
  • A high school diploma and 5 years of administrative coordinator/assistant experience
  • Ability to stay calm and on-task in high-stress situations
  • Requires knowledge and understanding of administrative and office policies and procedures.
  • Excellent verbal, written, and interpersonal skills are required.
  • Exemplary planning and time management skills
  • Ability to multitask and prioritize daily workload
  • Discretion with personal and confidential information
  • Proof, edit, and review junior administrative assistant's work for accuracy
  • Advanced proofreading and editing skills
  • Experienced working with minimal supervision
  • Advanced knowledge and experience using several office software programs (e.g., word, excel, powerpoint)

The salary range for this position is: $104,125.00 - $134,750.00. Gilead considers a variety of factors when determining base compensation, including experience, qualifications, and geographic location. These considerations mean actual compensation will vary. 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.

For jobs in the United States:
As an equal opportunity employer, Gilead Sciences Inc. is committed to a diverse workforce. Employment decisions regarding recruitment and selection will be made without discrimination based on race, color, religion, national origin, gender, age, sexual orientation, physical or mental disability, genetic information or characteristic, gender identity and expression, veteran status, or other non-job related characteristics or other prohibited grounds specified in applicable federal, state and local laws. In order to ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Era Veterans' Readjustment Act of 1974, and Title I of the Americans with Disabilities Act of 1990, applicants who require accommodation in the job application process may contact for assistance.

For more information about equal employment opportunity protections, please view the
'Know Your Rights'
poster.
NOTICE: EMPLOYEE POLYGRAPH PROTECTION ACT

YOUR RIGHTS UNDER THE FAMILY AND MEDICAL LEAVE ACT
PAY TRANSPARENCY NONDISCRIMINATION PROVISION
Our environment respects individual differences and recognizes each employee as an integral member of our company. Our workforce reflects these values and celebrates the individuals who make up our growing team.
Gilead provides a work environment free of harassment and prohibited conduct. We promote and support individual differences and diversity of thoughts and opinion.

For Current Gilead Employees and Contractors:
Please log onto your
Internal Career Site
to apply for this job.