Co-Ordinator for HR Functions
4 weeks ago
We are seeking an experienced Administrative Coordinator to join our team at Gilead Sciences. The successful candidate will provide administrative support to the Vice President of Human Resources, ensuring the smooth operation of various HR functions. This includes coordinating projects, maintaining schedules, planning travel arrangements, setting up meetings, and coordinating interviews. The ideal candidate will have a high level of professionalism, confidentiality, and excellent administrative and organizational skills.
About the Role:
This is a challenging and rewarding role that requires a strong ability to multitask, prioritize tasks, and maintain attention to detail. The successful candidate will be proactive, flexible, and able to work effectively in a fast-paced environment. A high level of professionalism and confidentiality is required, as well as excellent communication and interpersonal skills.
Key Responsibilities:
- Coordinate projects and events independently
- Maintain daily calendar for the VP of HR, manage schedule changes, and resolve conflicts
- Plan and submit travel instructions to the travel agency, complete travel agendas, and arrange necessary resources
- Set up meetings, liaise with attendees, and arrange needed resources (e.g., teleconference, projection, meals)
- Schedule and coordinate interviews in partnership with Talent Acquisition and interview teams, greet candidates, and assist with on-site logistics
- Liaise with senior-level external parties to provide information and answer questions and to coordinate activities important to the function and leader
- Effectively use software programs such as Outlook, Excel, Word, and PowerPoint to prepare and distribute memos, letters, reports, agendas, spreadsheets, organization charts, and presentations
- Collect, record, monitor, verify, and consolidate relatively complex data and information from multiple sources, often with short lead times
- Submit invoices and ensure payment as needed, manage navigation of Company purchasing processes and systems
- Complete and process expense reports
- Answer calls and assist in managing emails
- Ensure that all work is completed with a high level of attention to detail and accuracy
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