Administrative Coordinator

Descripción del trabajo

As an Administrative Coordinator, supporting VP, HIV Treatment and Executive Director, ISL/LEN for the newly build team. You will also coordinate other administrative staff across HIV Treatment team to ensure seamless communication and efficient workflow.

The successful candidate will be experienced and comfortable operating in a dynamic environment and dealing with a wide range of stakeholders. An established track record of working independently and thrive in a fast-moving work environment.

Key Responsibilities:

• Manage the VP and ED’s calendar(s) and daily agenda, proactively addressing agenda conflicts and ensuring the technical feasibility of key meetings (time zones, meeting rooms, technology, time buffers).

• Process expenses for VP & ED on a timely monthly basis.

• Support the leadership and marketing teams with meeting logistics, offsite meetings, and department engagement as needed.

• Manage VP and ED’s travel and forward-looking management of multiple complex diaries.

• Pro-active update and communication with team members.

• Align own activities to department goals, understand the team’s G&Os, and derive implications for own remit.

• Manage org charts, distribution lists, and contacts lists for the overall organization. Identify and add new internal and external contact details to communicate effectively and avoid inefficiencies.

• Manage a shared filing system and communicate timely with relevant colleagues. Develop a well-structured and up-to-date shared drive system and access rights according to the governance structure.

• Managed meeting logistics, including F2F and virtual meetings, and arranged meeting rooms/venues/remote setups, functional town halls. Organized and ensured delivery of technical equipment, hospitality, and other resources. Communicated promptly with participants, including reliably presenting relevant details in Outlook.

• Manage meetings’ content preparation & follow-up with foresight track, build meeting agendas, and communicate with participants.

• Ensure smooth onboarding of new team members including seat planning, and day-to-day management of team (e.g. birthdays, anniversaries, company event awareness etc.).

• May manage or participate in ad-hoc projects.

• Attend on-going training for Gilead systems and processes, guide team through right process depending on need (SPARC ticket, IT assistance…)

Basic Qualifications:

• High School and Three Years' Experience OR

• Associate degree and Two Years' Experience OR

• Bachelor's Degree

Knowledge, Experience & Skills:

• Admin role to support VP and ED(s) simultaneously

• Proficiency in Microsoft Office (Excel, Word, PowerPoint, and MS Teams).

• Fluency in English, both oral and written.

• Strong attention to detail in day-to-day tasks.

• 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.

• Excellent verbal, written, and interpersonal skills are required. Ability to work with others are a must.

• Ability to work independently with minimal supervision.

• Excellent time management and organizational abilities.

• Strong interpersonal and communication skills, both internally and externally.