Administrative Coordinator, Medical Affairs, Oncology

Administrative Coordinator, Medical Affairs, Oncology
United States - California - Foster City
Gilead Sciences, Inc. is a research-based bio-pharmaceutical company that discovers, develops and commercializes innovative medicines in areas of unmet medical need. With each new discovery and investigational drug candidate, we seek to improve the care of patients living with life-threatening diseases around the world. Gilead’s therapeutic areas of focus include HIV/AIDS, liver diseases, cancer and inflammation, and serious respiratory and cardiovascular conditions.
Making an impact on a global scale
Inclusion is one of the company’s five core values. That’s because we know that we are stronger and more innovative at Gilead when we are informed by a diverse set of backgrounds, experiences and points of view. Gilead Sciences is a biopharmaceutical company that discovers, develops and commercializes innovative therapeutics in areas of unmet medical need. The company's mission is to advance the care of patients suffering from life-threatening diseases worldwide.
When you join Gilead, you join our mission to change the world by enabling people to live healthier and more fulfilling lives. Come join a mission-driven bio-pharmaceutical organization that values inclusion and diversity, has a strong portfolio of products, and is constantly #CreatingPossible
For Current Gilead Employees and Contractors:
Please log onto your Internal Career Site to apply for this job.
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. Join Gilead and help create possible, together.


Job Description

Administrative Assistant, Global Medical Affairs
Gilead Sciences, Inc. is a research-based biopharmaceutical company that discovers, develops, and commercializes innovative medicines in areas of unmet medical need. We strive to transform and simplify care for people with life-threatening illnesses around the world. Gilead's portfolio of products and pipeline of investigational drugs includes treatments for HIV/AIDS, COVID, HBV, HCV, HDV, Oncology, and Cell Therapy as well as Inflammatory Diseases co. Gilead is a patient-centric, science-focused company.
Reporting to the Vice President Global Medical Affairs Oncology TA, this position provides comprehensive administrative for the GMA Oncology team. This support includes scheduling, logistics, travel planning, meeting support, event planning, SOW/PO management, and expense management. This position will work in a fast-paced environment and engage with key internal and external parties on the Oncology GMA leadership team's behalf and will be based in Foster City, California.

Responsibilities include but are not limited to:

• Perform highly diverse and complex administrative functions, including but not limited to proactive calendar management, preparing expense reports, coordinating travel arrangements, and ensuring the manager's meeting preparedness (e.g. Assembling meeting agendas, materials, pre-reads & post meeting minutes)
  
• Support specific operations through scheduling Town Halls, site, and department-level event planning, etc.
  
• Recommend and implement company administrative policies and procedures.
  
• As needed, attend meetings, and accurately takes minutes, capturing the essence of the discussion and noting action items for follow-up
  
• Schedule candidate interviews and arrange hotel and travel accommodations ensuring a positive candidate experience in partnership with Talent Acquisition
  
• Coordinate large events which include the planning, organizing, and implementation of several event activities.
  
• Assist in the orientation and onboarding of new staff, including office set-up.
  
• Works well in a matrix environment and will act as a resource to other administrative assistants, covering for another administrative assistant if he/she is out of the office for an extended period.
  
• Organize meetings and events including scheduling, coordinating room schedules, AV assistance, and catering.
  
• As needed, create purchase orders, and assist in reconciling open purchase requisitions or serve as a key point of contact to help resolve payment/invoicing/ordering issues.
  
• Maintain professional discernment on appropriate urgency/prioritization to complete.
  
• Understand and track the team's priorities and to-do items, ensuring the Vice President is aware of priority items including proactive calendar and time management.
  

Knowledge, Experience, and Skills:

• Requires a minimum of a high school diploma plus 10+ years of senior administrative experience supporting senior executive(s)
  
• Associate degree or higher preferred
  
• The expectation is this role must be onsite as needed, according to Gilead policies.
  
• Demonstrated effective verbal, written, and interpersonal skills.
  
• Flexibility to be able to effectively work with a global team located in different time zones.
  
• Proven knowledge and understanding of administrative and office policies and procedures.
  
• Works under minimal supervision; proactive and anticipates future department needs and prepares accordingly.
  
• Must have demonstrated excellence in negotiating vendor contracts and managing vendors.
  
• Strong organizational, project management, and problem-solving skills with exceptional multi-tasking abilities
  
• Exceptional attention to detail
  
• Excellent interpersonal skills and outstanding verbal and written communication skills
  
• Self-starter mindset, with the flexibility to take on a wide range of responsibilities and work independently.
  
• High ethical standards and excellent judgment guide decision-making, always operating under Gilead Science compliance guidance.
  
• Ability to maintain a high level of discretion and confidentiality with sensitive company information.
  
• Ability to build strong relationships with co-workers of various backgrounds and expertise.
  
• Ability to function at a high level in a team setting whether leading the group or acting as an individual contributor.
  
• Values-based leadership consistent with Gilead's Core Values
  

The salary range for this position is: $107,270.00 - $138,820.00. Gilead considers a variety of factors when determining base compensation, including experience, qualifications, and geographic location. These considerations mean actual compensation will vary. This position may also be eligible for a discretionary annual bonus, discretionary stock-based long-term incentives (eligibility may vary based on role), paid time off, and a benefits package. Benefits include company-sponsored medical, dental, vision, and life insurance plans*.
For additional benefits information, visit:
https://www.gilead.com/careers/compensation-benefits-and-wellbeing
* Eligible employees may participate in benefit plans, subject to the terms and conditions of the applicable plans.

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As an equal opportunity employer, Gilead Sciences Inc. is committed to a diverse workforce. Employment decisions regarding recruitment and selection will be made without discrimination based on race, color, religion, national origin, gender, age, sexual orientation, physical or mental disability, genetic information or characteristic, gender identity and expression, veteran status, or other non-job related characteristics or other prohibited grounds specified in applicable federal, state and local laws. In order to ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Era Veterans' Readjustment Act of 1974, and Title I of the Americans with Disabilities Act of 1990, applicants who require accommodation in the job application process may contact ApplicantAccommodations@gilead.com for assistance.
For more information about equal employment opportunity protections, please view the 'Know Your Rights' poster.
NOTICE: EMPLOYEE POLYGRAPH PROTECTION ACT
YOUR RIGHTS UNDER THE FAMILY AND MEDICAL LEAVE ACT
PAY TRANSPARENCY NONDISCRIMINATION PROVISION
Our environment respects individual differences and recognizes each employee as an integral member of our company. Our workforce reflects these values and celebrates the individuals who make up our growing team.
Gilead provides a work environment free of harassment and prohibited conduct. We promote and support individual differences and diversity of thoughts and opinion.

For Current Gilead Employees and Contractors:
Please log onto your Internal Career Site to apply for this job.
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