Administrative Coordinator
Gilead Sciences
August 19, 2026
On-site
San Francisco Bay Area
Corporate Functions
Job Description
Administrative support role for the VP of Discovery Sciences & Technologies, Executive Director of Research Data Sciences, and respective departments; cross-functional support within Research. Full-time onsite in Foster City, CA. Handle sensitive/confidential and proprietary information with discretion.
Responsibilities
- Support department goals/workflows; manage heavy calendars; prioritize meetings and mail/email.
- Schedule/coordinate staff meetings, 1:1s, skip levels, trainings, workshops.
- Coordinate on/off-site meeting & event logistics; negotiate vendor contracts.
- Create draft reports/documents/presentations/templates from raw data; manage presentation materials process.
- Draft/edit internal communications; edit for grammar/formatting.
- Arrange detailed travel; process invoices, expenses, travel, and purchasing; submit catering orders.
- Submit facilities requests; schedule interviews/guest speakers; arrange reimbursements.
- Day-of support for seminars (equipment, materials, catering, escorting).
- Onboard new hires (space/computer readiness); create POs; coordinate annual budget and monthly budget variance research.
- Coordinate consulting agreements/contracts with Legal & Business Operations; maintain electronic files (SharePoint).
- Prepare reports/agendas/PowerPoint; ensure accuracy and detail; build professional relationships and provide backup coverage for other coordinators.
Basic Qualifications
- Bachelor’s + 0+ years; OR Associate + 2+ years; OR High School + 3+ years administrative experience.
Preferred Skills/Qualifications
- Excellent verbal/written/interpersonal skills; proofreading/editing; teamwork collaboration.
- Independent work with minimal supervision; strong customer service; advanced Microsoft skills (Outlook, PowerPoint, Word, Excel).
Compensation/Benefits (if eligible)
$109,650–$141,900; may include discretionary annual bonus, stock-based long-term incentives (eligibility varies), paid time off, and company-sponsored medical/dental/vision/life.
Application Instructions
- For current employees/contractors: apply via the Internal Career Opportunities portal in Workday.
Administrative support role for the VP of Discovery Sciences & Technologies, Executive Director of Research Data Sciences, and respective departments; cross-functional support within Research. Full-time onsite in Foster City, CA. Handle sensitive/confidential and proprietary information with discretion.
Responsibilities
- Support department goals/workflows; manage heavy calendars; prioritize meetings and mail/email.
- Schedule/coordinate staff meetings, 1:1s, skip levels, trainings, workshops.
- Coordinate on/off-site meeting & event logistics; negotiate vendor contracts.
- Create draft reports/documents/presentations/templates from raw data; manage presentation materials process.
- Draft/edit internal communications; edit for grammar/formatting.
- Arrange detailed travel; process invoices, expenses, travel, and purchasing; submit catering orders.
- Submit facilities requests; schedule interviews/guest speakers; arrange reimbursements.
- Day-of support for seminars (equipment, materials, catering, escorting).
- Onboard new hires (space/computer readiness); create POs; coordinate annual budget and monthly budget variance research.
- Coordinate consulting agreements/contracts with Legal & Business Operations; maintain electronic files (SharePoint).
- Prepare reports/agendas/PowerPoint; ensure accuracy and detail; build professional relationships and provide backup coverage for other coordinators.
Basic Qualifications
- Bachelor’s + 0+ years; OR Associate + 2+ years; OR High School + 3+ years administrative experience.
Preferred Skills/Qualifications
- Excellent verbal/written/interpersonal skills; proofreading/editing; teamwork collaboration.
- Independent work with minimal supervision; strong customer service; advanced Microsoft skills (Outlook, PowerPoint, Word, Excel).
Compensation/Benefits (if eligible)
$109,650–$141,900; may include discretionary annual bonus, stock-based long-term incentives (eligibility varies), paid time off, and company-sponsored medical/dental/vision/life.
Application Instructions
- For current employees/contractors: apply via the Internal Career Opportunities portal in Workday.