Administrative Coordinator

Provides high-level administrative and coordination support to an individual manager and to the Regulatory, Safety, and Quality teams based in Parsippany, NJ. Sound judgment, strong organization, discretion, attention to detail, and the ability to manage multiple priorities/projects/timelines with minimal supervision.

Specific Job Responsibilities
- Provide administrative/clerical support to the manager and teams; partner with internal/external stakeholders.
- Manage complex calendars; schedule meetings across time zones; prepare agendas/materials; organize internal/cross-functional meetings.
- Plan/coordinate domestic and international travel; prepare detailed itineraries; monitor travel changes and update stakeholders.
- For international travel, coordinate passport/visa needs, travel risk reviews, approvals, security considerations, and IT equipment requirements per company policies.
- Coordinate interview and onboarding activities (scheduling, travel, agendas, assessment materials, equipment, workspace, new-hire materials).
- Order office/business supplies via SAP Ariba; create/process requisitions and POs; monitor approvals/status; support receiving/invoice resolution/accrual review/closeout.
- Plan and coordinate large meetings/events (US and international): logistics, budgets, communications, registration, room blocks, catering, AV/tech, travel/ground transport, speaker/guest needs, on-site support, reconciliation, follow-up.
- Coordinate international events/group travel per country guidance, regulations, conduct requirements, and approvals; escalate issues with relevant partners.
- Track/gather/verify complex data; support budget tracking and monthly budget reviews/variance research.
- Create/edit/proofread/format correspondence, documents, reports, presentations, templates, spreadsheets, charts using Microsoft 365.
- Prioritize workload across multiple projects; identify resources; follow through on commitments.
- Liaise with external agencies/vendors/guests/speakers; support facilities space planning/office setup.
- Support other administrative professionals; assist with orientation/knowledge sharing and coverage.

Knowledge, Skills, and Abilities
- Excellent verbal/written/interpersonal/organizational/proofreading/editing skills; discretion with technical/confidential information.
- Ability to plan complex domestic/international travel and create detailed itineraries.
- Experience coordinating large meetings/events with strong logistics, budget, deadline, and stakeholder communication.
- Working knowledge of SAP Ariba Procurement (or comparable purchasing system).
- Advanced Microsoft Outlook/Word/Excel/PowerPoint/Teams/SharePoint; ability to learn additional systems.
- Ability to work independently, exercise good judgment, adapt to changing priorities; support multiple teams/senior stakeholders.
- Knowledge of administrative/office policies and procedures; follow company policies/approvals and applicable local guidance.

Education and Experience Requirements
- High school diploma or equivalent (additional business/administrative education preferred).
- 3–5+ years progressively responsible administrative experience supporting senior leaders or multiple functions.
- Preferred: experience in Regulatory/Safety/Quality, pharmaceutical/biotech/healthcare, or other highly regulated environments.
- Strongly preferred: experience coordinating international travel/large events and using SAP Ariba (or comparable platform).

Compensation/Benefits
- Salary range: $99,705.00–$129,030.00. May be eligible for discretionary annual bonus, discretionary stock-based long-term incentives, paid time off, and a benefits package including company-sponsored medical/dental/vision/life insurance.

Application Instructions
- For current Gilead employees/contractors: apply via the Internal Career Opportunities portal in Workday.