At Gilead, we’re creating a healthier world for all people. For more than 35 years, we’ve tackled diseases such as HIV, viral hepatitis, COVID-19 and cancer – working relentlessly to develop therapies that help improve lives and to ensure access to these therapies across the globe. We continue to fight against the world’s biggest health challenges, and our mission requires collaboration, determination and a relentless drive to make a difference.
 

Every member of Gilead’s team plays a critical role in the discovery and development of life-changing scientific innovations. Our employees are our greatest asset as we work to achieve our bold ambitions, and we’re looking for the next wave of passionate and ambitious people ready to make a direct impact.
 

We believe every employee deserves a great leader. People Leaders are the cornerstone to the employee experience at Gilead and Kite. As a people leader now or in the future, you are the key driver in evolving our culture and creating an environment where every employee feels included, developed and empowered to fulfil their aspirations. Join Gilead and help create possible, together.

Job Description
 

Job Overview

We are seeking a very experienced and highly motivated individual to join us as an Administrative Assistant to support the Site Head of our Manufacturing Operations as well as his team in La Verne, California. Provide administrative leadership and support to a large, highly matrixed Functional group requiring proactive coordination across the site while also working collaboratively with other site administrative staff. You may be asked to assist in areas outside of your primary responsibilities. The ideal candidate will be customer service oriented, flexible, proactive, a critical thinker and resourceful with a high level of professionalism, confidentiality, and approachability.

Job Responsibilities

• Serves as principal point person in coordination with leaders and administrative team on broader organizational management and business processes across site, including town hall meetings, communications, and project coordination
• Facilitation of executive leadership meetings, agendas, logistics and materials, and tracking of outstanding action items
• Assumes key role in onboarding and integration of new senior executives
• Leads the coordination of meeting and travel arrangements across multiple functions, geographies, and organizations for manager, senior executives on site, and visitors.
• Serves as a partner and key stakeholder for the site with cross-functional stakeholders, including Finance, Human Resources, Legal, Public Affairs, and other senior administrative professional staff
• Under manager’s direction, creates draft reports, documents, presentations and templates using raw data. May gather data using internet searches.
• Participate in employee engagement committee and facilitate organization of events.
• Understands the goals and objectives of the entire site and contributes to the attainment of those G&O's. Keeps the bigger picture in mind and influences workflows accordingly.
• Responsible for coordinating large events which includes the planning, organizing and implementation of a number of event activities. Liaises with guests and speakers to assess needs and coordinates, as needed, such activities as travel, hotel, expense reports and tools and materials for presentations.
• May assist with facilities space planning or office set-up
• Assists in the orientation of new administrative assistants and other staff. Ongoing, acts as a resource to other administrative assistants and is cross-trained to cover for another administrative assistant if he/she is out of the office.

Qualifications

• Possesses the ability to multi-task activities with significant business impact and prioritize effectively with minimal direction in the face of ambiguity
• Demonstrates strong judgment in appropriately dealing with sensitive and confidential information

• Effectively organizes team resources around top priorities and influences to get things done
• Strong business acumen and demonstration of business knowledge
• Anticipates business needs and identifies focus areas in support of business objectives
• Exercises discretion to make decisions on behalf of the leader/organization on areas of influence
• Acts as a team player that collaborates and networks both within and outside of specific site/function/geography
• Engages as a peer within executive leadership teams and senior administrative groups
• Excellent verbal, written, and interpersonal ski