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Administrative Coordinator Global Patient Solutions
4 months ago
For Current Gilead Employees and Contractors:
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**Job Description**:
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. Gilead is a patient-centric, science-focused company.
Reporting to the Vice President Global Patient Solutions, this position provides comprehensive administrative assistance for the VP and wider team. This support includes scheduling, logistics, travel planning, meeting support, event planning, SOW/PO management, as well as project management. This position will work in a fast-paced environment, engage with key internal and external parties on the GPS leadership team’s behalf, help craft presentation materials, manage meetings/events, and follow-up.
The role is based in Stockley Park, UK.
Responsibilities include but are not limited to:
- Perform highly diverse and complex administrative functions, including but not limited to proactive calendar management across multiple time zones, 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 actions items for follow-up- Coordinate small events which includes the planning, organizing and implementation of several event activities-
- 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-
- Understanding of multiple legal entity contracting and how that affects finance, signing authority, and MSA and PO creation-
- Assist in the orientation and onboarding of new staff, including office set-up and/or remote on-boarding- Works well in a matrix and cross-functional environment- 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- Maintain professional discernment on appropriate urgency/prioritization to complete- Understand and track 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 significant experience of senior administrative support of senior executive(s)- Associates Degree or higher preferred- The expectation is this role must be onsite as needed, by Gilead policies- Demonstrated effective verbal, written, and interpersonal skills
Key requirements- Flexibility to be able to effectively work with a global team located in different time zones_- Works under mínimal supervision; proactive and anticipates future department needs and prepares accordingly_- Self-starter mindset, with the flexibility to take on a wide range of responsibilities and work independently_- Ability to build strong relationships with co-workers of various backgrounds and expertise_
Additional requirements- Able to take initiative, think proactively, and mitigate conflict with little guidance- Proven knowledge and understanding of administrative and office policies and procedures- 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- 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 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
Equal Employment Opportunity (EEO)
It is the policy of Gilead Sciences, Inc. and its subsidiaries and affiliates (collectively "Gilead" or the "Company") to recruit select and employ the most qualified persons available for positions throughout the Company. Except if otherwise provided by applicable law, all employment actions relating to issues such as compensation, benefits, transfers, layoffs, returns from layoffs, comp
