Administrative Coordinator at Gilead

Administrative Coordinator

Gilead's mission is to discover, develop, and deliver therapies that will improve the lives of patients with life-threatening illnesses worldwide. In this role, you will serve as an Administrative Coordinator supporting the VP, ERP, Finance & PDM IT, her team and the Bluestream ERP program. Information Technology is at a pivotal point, building key foundations and platforms and accelerating our business through new AI capabilities. This position will support a dynamic new leader with a globally-distributed team and multiple internal executive stakeholders and external partners. The Administrative Coordinator will be expected to prioritize and support a busy schedule with competing demands, effectively liaison with executives, and support internal communications, activities and team events for a globally dispersed team.

This position will report into the VP, ERP, Finance & PDM IT, and will be based in Foster City, CA (on-site presence required, hybrid-eligible).

The Primary Duties of the Administrative Coordinator Role Include But Are Not Limited To:

• Manage and prioritize multiple stakeholders, activities, and deadlines with minimal supervision.
• Manage the VP schedule, travel planning and expensing, and assist with departmental and ERP program travel, events and complex scheduling with executives. Will include scheduling critical meetings with executive stakeholders for VP's direct reports.
• Demonstrate a strong understanding of departmental goals and objectives, contributing proactively to their achievement.
• Plan and coordinate large-scale events, including logistics, scheduling, and execution of multiple concurrent activities.
• Serve as a liaison for internal and external stakeholders, coordinating travel, accommodations, reimbursements, and presentation materials as needed.
• Support team budget processes, which may include collating accruals, monthly review, and variance analysis.
• Conduct operational logistics such as new hire and contractor onboarding, workspace planning and office setup for your teams, collaborating with other functional admins.
• Utilize a wide range of advanced software tools, including Microsoft Excel, Access, PowerPoint, Word, Outlook, SharePoint, and other department-specific applications to support daily operations and strategic initiatives.
• Conduct research and gather data from various sources, including online platforms, to support decision-making and project planning.
• Coordinate necessary resources to ensure timely and successful project execution. Projects may involve coordinating or supporting the implementation of new or updated systems, tools, or processes, including vendor collaboration, user onboarding, and training facilitation.
• Provide cross-functional support, stepping in to assist or cover for other administrative professionals during absences or high-demand periods.

Basic Qualifications:

• High School diploma and 3+ years of relevant experience; OR
• Associated degree and 2+ years of relevant experience; OR
• Bachelor's degree and 0+ years of relevant experience

The salary range for this position is: $109,650.00 - $141,900.00. 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.

Gilead Sciences Inc. is committed to providing equal employment opportunities to all employees and applicants for employment, and is dedicated to fostering an inclusive work environment comprised of diverse perspectives, backgrounds, and experiences. Employment decisions regarding recruitment and selection will be made without discrimination based on race, color, religion, national origin, sex, 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.