Administrative Coordinator
Gilead Sciences
2 hours ago
Remote friendly (San Francisco Bay Area)
United States
Corporate Functions
Administrative Coordinator to the Office of Ethics and Compliance Team
Responsibilities:
- Provide full range of administrative support for leaders of the Office of Ethics and Compliance (OEC) and other US-based ethics and compliance team members.
- Understand department goals and contribute to their attainment.
- Strategically analyze business operational processes by gathering data to implement solutions; streamline procedures as needed.
- Partner with project owners to prepare and submit purchase orders in the system; support Work Order (WO) and Change Order (CO) processes in coordination with project owners and Procurement.
- Manage professional communications with stakeholders; triage requests for compliance support in a timely and responsive manner.
- Work under minimal supervision; perform non-routine duties with occasional direction from managers.
- Serve as a resource to other administrative assistants; acquire and maintain cross-training to provide backfill support.
Events, Meeting & Travel Preparation and General Tasks:
- Schedule meetings, manage scheduling changes, and resolve scheduling conflicts.
- Plan, coordinate, and implement events (including catering).
- Organize domestic and occasional international travel for meetings/events.
- Schedule interviews for job openings (including travel for non-local candidates).
- Prepare PowerPoint slides and other meeting materials as requested.
- Manage multiple ad hoc projects and deliver results within timelines.
- Prioritize workload and resolve deadline-related conflicts.
Requirements:
- 3+ years with a High School Diploma and relevant administrative experience (preferably pharmaceutical, legal, or compliance) OR 2+ years relevant experience with an associate’s degree.
- Ability to maintain the highest level of confidentiality and diplomacy.
- Strong project management and multitasking skills.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint).
- Strong written and verbal communication skills.
- Customer service oriented; able to collaborate with diverse stakeholders.
- Proactively helpful, can-do attitude; solutions-oriented with clear justifications.
Benefits:
- Paid time off; benefits package including company-sponsored medical, dental, vision, and life insurance plans.
Application instructions:
- Apply via the Internal Career Opportunities portal in Workday.
Responsibilities:
- Provide full range of administrative support for leaders of the Office of Ethics and Compliance (OEC) and other US-based ethics and compliance team members.
- Understand department goals and contribute to their attainment.
- Strategically analyze business operational processes by gathering data to implement solutions; streamline procedures as needed.
- Partner with project owners to prepare and submit purchase orders in the system; support Work Order (WO) and Change Order (CO) processes in coordination with project owners and Procurement.
- Manage professional communications with stakeholders; triage requests for compliance support in a timely and responsive manner.
- Work under minimal supervision; perform non-routine duties with occasional direction from managers.
- Serve as a resource to other administrative assistants; acquire and maintain cross-training to provide backfill support.
Events, Meeting & Travel Preparation and General Tasks:
- Schedule meetings, manage scheduling changes, and resolve scheduling conflicts.
- Plan, coordinate, and implement events (including catering).
- Organize domestic and occasional international travel for meetings/events.
- Schedule interviews for job openings (including travel for non-local candidates).
- Prepare PowerPoint slides and other meeting materials as requested.
- Manage multiple ad hoc projects and deliver results within timelines.
- Prioritize workload and resolve deadline-related conflicts.
Requirements:
- 3+ years with a High School Diploma and relevant administrative experience (preferably pharmaceutical, legal, or compliance) OR 2+ years relevant experience with an associate’s degree.
- Ability to maintain the highest level of confidentiality and diplomacy.
- Strong project management and multitasking skills.
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint).
- Strong written and verbal communication skills.
- Customer service oriented; able to collaborate with diverse stakeholders.
- Proactively helpful, can-do attitude; solutions-oriented with clear justifications.
Benefits:
- Paid time off; benefits package including company-sponsored medical, dental, vision, and life insurance plans.
Application instructions:
- Apply via the Internal Career Opportunities portal in Workday.