Sr Administrative Coordinator

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
 

Gilead's mission is to discover, develop, and deliver therapies that will improve the lives of patients with life-threatening illnesses worldwide.  The Senior Administrative Coordinator will support the SVP of FP&A and VP, Commercial Finance as well as the FP&A Leadership Team, with primary support for an SVP lead (~300 total employees).

Key Responsibilities:

• Understand the goals and objectives of FP&A to contribute to its attainment and to help implement them into the culture of the department. 

• Resource to other administrative assistants and is cross trained to provide backfill support.

• Strategically analyze business operational processes by gathering data to implement solutions; streamline procedures and update policies as needed. Strong organizational skill is required.

• Experienced and comfortable dealing with high level executives as well as others in a professional manner. Customer service oriented.

• Proactively helpful and supportive to all stakeholders. Can do attitude. Solutions oriented, while providing clear justifications.

• Work under minimal supervision while receiving occasional direction from manager to perform non-routine job responsibilities and duties.

• Provide full range of administrative support for the Senior Vice President, FP&A and VP, Commercial Finance and overall coordination across the global team

Events, Meeting & Travel Preparation, and general tasks:

• Proactively maintain daily calendars for SVP and VP, including schedule changes and conflicts.

• Effectively prioritize workload and independently resolve conflicts related to meeting multiple deadlines.

• Plan, coordinate, and implement large number of events, including catering, of various types and sizes, such as department meetings, team building events and other meetings.

• Organize travel arrangements, prepare full travel agenda, and include pertinent travel/event material package for SVP and VP.

• Schedule interviews, which may include travel arrangements for non-local candidates.

• Proactively coordinate and facilitate leadership team meetings; provide limited PowerPoint support for meetings, as needed.

• Efficiently manage multiple ad hoc projects of various sizes, while delivering results within timeline. Strong project management and multitasking skill is required.

• Requires proficient computer skills in Microsoft Office Suite (Word, Excel and PowerPoint).

• Strong written & verbal communication.

Basic Qualifications:

• MA/MA and 0+ years relevant experience; OR

• BA/BS and 2+ years relevant experience; OR

• AA and 4+ years of relevant experience; OR

• High School diploma and 5+ years of relevant experience

Preferred 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