Administrative Coordinator
Gilead Sciences
5 days ago
Remote friendly (San Francisco Bay Area)
United States
Corporate Functions
Administrative Coordinator — CMC Regulatory Affairs
Responsibilities:
- Provide comprehensive administrative support to CMC Regulatory Affairs leadership.
- Manage complex calendars; coordinate leadership meetings and large-scale events (planning, logistics, scheduling).
- Lead travel coordination and submit Concur travel reports for executives.
- Support office space coordination (Foster City) and arrange resources to meet timelines.
- Coordinate annual budget preparation; review monthly budgets and investigate/research variances.
- Coordinate large-event activities; liaise with guests and speakers and coordinate related needs (travel, hotels, expense reports, presentation tools/materials).
- Screen/prioritize manager mail and email; manage manager calendars (including OOO calendars).
- Support departmental operations and budget activities; drive multiple projects to completion.
- Use Excel, ChemDraw, FileMaker Pro, Access, and PowerPoint to create graphs, charts, spreadsheets, and LCD presentations; create draft documents/templates/reports from raw data (may use internet searches).
- Act as a resource and cross-train to cover other administrative assistants during extended absences.
Qualifications/Skills:
- High school diploma + 3–5+ years administrative experience.
- Strong verbal, written, and interpersonal skills; excellent attention to detail.
- Knowledge of administrative/office policies; advanced office software skills.
- Proofreading/editing ability for technical documents.
- Ability to juggle multiple priorities and complicated calendars across executives/external personnel; proactive with minimal supervision.
- Customer-service orientation, professionalism, strong team player; ability to handle confidential materials.
Compensation/Benefits:
- Salary range: $109,650.00–$141,900.00; may include discretionary annual bonus/stock incentives; paid time off; medical/dental/vision/life insurance.
Application Instructions:
- Current Gilead employees/contractors: apply via the Internal Career Opportunities portal in Workday.
Responsibilities:
- Provide comprehensive administrative support to CMC Regulatory Affairs leadership.
- Manage complex calendars; coordinate leadership meetings and large-scale events (planning, logistics, scheduling).
- Lead travel coordination and submit Concur travel reports for executives.
- Support office space coordination (Foster City) and arrange resources to meet timelines.
- Coordinate annual budget preparation; review monthly budgets and investigate/research variances.
- Coordinate large-event activities; liaise with guests and speakers and coordinate related needs (travel, hotels, expense reports, presentation tools/materials).
- Screen/prioritize manager mail and email; manage manager calendars (including OOO calendars).
- Support departmental operations and budget activities; drive multiple projects to completion.
- Use Excel, ChemDraw, FileMaker Pro, Access, and PowerPoint to create graphs, charts, spreadsheets, and LCD presentations; create draft documents/templates/reports from raw data (may use internet searches).
- Act as a resource and cross-train to cover other administrative assistants during extended absences.
Qualifications/Skills:
- High school diploma + 3–5+ years administrative experience.
- Strong verbal, written, and interpersonal skills; excellent attention to detail.
- Knowledge of administrative/office policies; advanced office software skills.
- Proofreading/editing ability for technical documents.
- Ability to juggle multiple priorities and complicated calendars across executives/external personnel; proactive with minimal supervision.
- Customer-service orientation, professionalism, strong team player; ability to handle confidential materials.
Compensation/Benefits:
- Salary range: $109,650.00–$141,900.00; may include discretionary annual bonus/stock incentives; paid time off; medical/dental/vision/life insurance.
Application Instructions:
- Current Gilead employees/contractors: apply via the Internal Career Opportunities portal in Workday.