Administrative Coordinator - Process Development

We are seeking a highly motivated individual to join us as an Administrative Coordinator to support a Process Development team. Responsibilities include managing a wide range of support functions in a fast paced, growing environment. The ideal candidate will be flexible, proactive, a critical thinker and resourceful with a high level of professionalism. Confidentiality is crucial to this role.

Responsibilities (include but not limited to):

• Coordinate travel, expense reports, and related logistics
• Responsible for invoice processing and assist in budget cycles
• Manage and facilitate agendas for weekly meetings. Responsible for tracking action items within
• Prepare materials and presentations for meetings and set up rooms as needed.
• Work alongside Recruiter to coordinate interview panels for executives and their leadership teams.
• Assist with planning department teambuilding meetings and events as needed.
• Keep all department files, presentations, and org charts up to date within Teams.
• Manage complex calendar for VP of Process Development
• Responsible for all onboarding and offboarding of staff within the department. Act as liaison for all staff during initial onboarding period / provide a welcoming and “open door” tone for incoming staff.

Basic Qualifications:

• Associate Degree and 2+ years of administrative experience supporting an Executive Director or VP level OR
• Bachelor’s degree (or equivalent experience) OR
• High School Degree and 3+ years of administrative experience supporting an Executive Director or VP level

Preferred Qualifications:

• Exceptional attention-to-detail with the ability to meet deadlines
• Skilled in organizing and prioritizing competing time asks
• Ability to adapt in a constantly evolving environment
• Experience with Concur and Oracle preferred
• 5+ years’ experience in an administrative role supporting an Executive Director or VP level and above, ideally with previous experience within a pharmaceutical or biotech environment
• Expertise working in MS Office (Word, Excel, PowerPoint) and managing multiple calendars within MS Outlook
• Understanding of the importance of confidentiality, discretion, diplomacy, and tact.
• Self-motivated with a deep sense of ownership in areas of responsibility
• Excellent written and verbal communication skills with ability to effectively communicate and partner with all levels of the organization
• Some travel between local sites
• Experience working in a team environment with other administrative assistants

The salary range for this position is: $94,690.00 - $122,540.00. 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 [email protected] for assistance.

For more information about equal employment opportunity protections, please view the 'Know Your Rights' poster.

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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 jobs in France:

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