Administrative Coordinator- Talent Development

Administrative Coordinator- Talent Development & Inclusion (TD&I) /Talent Acquisition & Mobility
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.

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 Sciences, Inc. is a research-based biopharmaceutical company founded in 1987. Together we deliver life-saving therapies to patients in need. With the commitment and drive you bring to the workplace every day, you will be part of a team that is changing the world and helping millions of people live healthier, more fulfilling lives. Our worldwide staff is a close community where you can see the tangible results of your contributions, where every individual matters, and everyone has a chance to enhance their skills through ongoing development. Our scientific focus has resulted in marketed products that are benefiting hundreds of thousands of people, a pipeline of late-stage drug candidates, and unmatched patient access programs to ensure medications are available to those who could otherwise not afford them. By joining Gilead, you will further our mission to address unmet medical needs and improve life by advancing the care of patients with life-threatening diseases.

Administrative Coordinator- Talent Development & Inclusion (TD&I) /Talent Acquisition & Mobility

Location: Foster City, CA based role

About the Role:

We are seeking an experienced, highly organized, and proactive senior administrative professional to provide administrative support to the Vice President of Talent Development & Inclusion as well as the Vice President of Talent Acquisition & Mobility, and their respective leadership teams. The position will be based in Foster City, CA and will have a high level of visibility in the organization.

Key Responsibilities:

Team Support:
Schedule meetings and workshops.
Process expense reports, compose correspondence, and format documents as needed.
Collaborate with Admin Coordinators within the Global HR team and across Gilead to ensure cohesive support.
Provide logistical support for departmental meetings and events.
Assist in organizing team events and special projects.
Support team onboarding processes as needed.

Day-to-Day Management:
Manage calendar for VPs of TD&I and Talent Acquisition.
Maintain confidentiality and sensitivity in handling documents and information.
Process accounting requests, including purchase orders, vendor on boarding, and invoice processing.
Track budgets, invoices, and reconcile financial data in collaboration with finance monthly.
Engage and own office space planning for both teams.
Ensure adherence to compliance standards and company policies in all administrative tasks.
Prioritize workload involving multiple large projects/timelines.

Meeting Planning and Coordination:
Assist in meeting logistics, including room reservations, technology setup, and catering arrangements.
Maintain internal portals and documentation related to meetings and projects.
Coordinate large events which includes the planning, organizing and implementation of a number of event activities.

Additional Department Support:
Understand the goals and objectives of the entire department and contribute to the attainment of those G&O's. Keep the bigger picture in mind and influence workflows accordingly.
Anticipate and successfully arranges for needed resources in order to meet timelines.
Provide support with team onboarding processes, including preparing necessary documentation, order equipment and coordinating orientation sessions for employees and contractors on the teams.
Act as a point of contact for administrative inquiries and support across the department.
Interface with senior level external parties to provide information and answer queries.
Participate in administrative continuous improvement activities to streamline processes and enhance efficiency.
Serve as a subject matter expert on essential IS/IT administrative systems, including meeting technology and SharePoint Online.
Collaborate with other administrative colleagues to advise on best practices and simplify administrative tasks.
Schedule candidate interviews and arrange hotel and travel accommodations ensuring a positive candidate experience in partnership with Talent Acquisition.
May coordinate the preparation of annual budget, reviews monthly budget, reviews, and research variances.
Under manager's direction, creates draft reports, documents, presentations, and templates using raw data.
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 for an extended period of time.
Maintain distributions lists for teams.

Minimum Qualifications:
Requires a minimum of a high school diploma plus 3+ years senior administrative experience supporting executive(s).
Proficiency in Microsoft Excel, Word, PowerPoint, Visio, and MS Teams.
Fluency in English, both oral and written.
Strong attention to detail in day-to-day tasks
Experience in administrative coordination within the pharmaceutical/biotech industry.
Ability to handle confidential information with integrity and discretion.
Demonstrated leadership and collaboration skills within the team.
Proactive approach, comfort with responding to changing priorities.
Ability to work independently with minimal supervision.
Excellent time management and organizational abilities.
Strong interpersonal and communication skills, both internally and externally.
Familiarity with development, project management, and commercial teams' functions.

Specific Education and Experience Requirements
Associate degree or higher preferred.
Experience supporting HR functions a plus.

Gilead Core Values:
Integrity (Doing What's Right)
Inclusion (Encouraging Diversity)
Teamwork (Working Together)
Excellence (Being Your Best)
Accountability (Taking Personal Responsibility)

The salary range for this position is: $107, $138, 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:

* 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 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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