Administrative Coordinator
Gilead Sciences
14 days ago
On-site
San Francisco Bay Area
Corporate Functions
Job Description
Experienced, highly organized, proactive administrative professional providing administrative support to key leaders in the Oncology Clinical Development Organization. On-site in Foster City, CA.
Key Responsibilities
- Handle complex administrative projects/events; gather, report, and share information.
- Create travel itineraries, expense reports, and manage executive calendars.
- Use MS Outlook, Excel, and PowerPoint to build graphs/charts/spreadsheets/presentations.
- Manage workflows (work orders, purchase orders, onboarding suppliers).
- Recommend/interpret administrative policies and guide other professionals.
- Interface with senior external parties and a broad range of internal teams.
- Attend meetings, take accurate minutes, and capture action items.
- Create PowerPoint presentations and assemble reports.
- Design/revise processes to improve workflow (reports, statistics, timelines, correspondence, presentations).
- Prioritize multiple major project timelines; coordinate/lead implementation of new/revised software/database solutions with vendors and ensure user training.
- Schedule candidate interviews and arrange hotel/travel; support positive candidate experience with Talent Acquisition.
- Create draft reports/documents/presentations/templates from raw data.
- Support department goals; influence workflows.
- Assist with facilities space planning/office setup.
- Screen/prioritize manager mail/email.
- Collaborate with Administrative Coordinators; assist with onboarding new admin assistants/staff.
- Cross-train to cover other admin assistant during extended absences.
Knowledge, Skills & Abilities
- Strong verbal/written/interpersonal skills; attention to detail; highly organized.
- Integrity/confidentiality with sensitive information.
- Knowledge of administrative/office policies and procedures.
- Proofreading/editing skills for technical documents; ability to review others’ work.
- Proficient with MS Office (Outlook, Word, PowerPoint, Excel).
- Works with minimal supervision; proactive.
Basic Qualifications
- BA/BS with 0+ years; OR AA with 2+ years; OR High school diploma with 3+ years (relevant experience).
Preferred Qualifications
- Senior administrative experience supporting executive(s); AA or higher.
Compensation/Benefits (as stated)
- Salary range: $109,650.00 - $141,900.00.
- May be eligible for discretionary annual bonus and discretionary stock-based long-term incentives; paid time off; benefits include company-sponsored medical, dental, vision, and life insurance.
Application Instructions
- For current employees/contractors: apply via the Internal Career Opportunities portal in Workday.
Experienced, highly organized, proactive administrative professional providing administrative support to key leaders in the Oncology Clinical Development Organization. On-site in Foster City, CA.
Key Responsibilities
- Handle complex administrative projects/events; gather, report, and share information.
- Create travel itineraries, expense reports, and manage executive calendars.
- Use MS Outlook, Excel, and PowerPoint to build graphs/charts/spreadsheets/presentations.
- Manage workflows (work orders, purchase orders, onboarding suppliers).
- Recommend/interpret administrative policies and guide other professionals.
- Interface with senior external parties and a broad range of internal teams.
- Attend meetings, take accurate minutes, and capture action items.
- Create PowerPoint presentations and assemble reports.
- Design/revise processes to improve workflow (reports, statistics, timelines, correspondence, presentations).
- Prioritize multiple major project timelines; coordinate/lead implementation of new/revised software/database solutions with vendors and ensure user training.
- Schedule candidate interviews and arrange hotel/travel; support positive candidate experience with Talent Acquisition.
- Create draft reports/documents/presentations/templates from raw data.
- Support department goals; influence workflows.
- Assist with facilities space planning/office setup.
- Screen/prioritize manager mail/email.
- Collaborate with Administrative Coordinators; assist with onboarding new admin assistants/staff.
- Cross-train to cover other admin assistant during extended absences.
Knowledge, Skills & Abilities
- Strong verbal/written/interpersonal skills; attention to detail; highly organized.
- Integrity/confidentiality with sensitive information.
- Knowledge of administrative/office policies and procedures.
- Proofreading/editing skills for technical documents; ability to review others’ work.
- Proficient with MS Office (Outlook, Word, PowerPoint, Excel).
- Works with minimal supervision; proactive.
Basic Qualifications
- BA/BS with 0+ years; OR AA with 2+ years; OR High school diploma with 3+ years (relevant experience).
Preferred Qualifications
- Senior administrative experience supporting executive(s); AA or higher.
Compensation/Benefits (as stated)
- Salary range: $109,650.00 - $141,900.00.
- May be eligible for discretionary annual bonus and discretionary stock-based long-term incentives; paid time off; benefits include company-sponsored medical, dental, vision, and life insurance.
Application Instructions
- For current employees/contractors: apply via the Internal Career Opportunities portal in Workday.