Administrative Coordinator, Medical Affairs, Oncology

Gilead Sciences
January 20, 2023
Foster City, California
Job Type
Work Setting


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.


  • 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 actions 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 includes 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 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)
  • 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
  • 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
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