Administrative Coordinator

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We are seeking an experienced Administrative Coordinator for the General Manager (GM), Vice President (VP), Head of ACE Commercial along with Executive Director (ED) of ACE Mid-size Markets. This individual will act as a partner for the ACE GM VP and ACE ED for Mid-size Markets, providing administrative leadership and support.

The incumbent will report to the VP and Head of ACE Commercial and will be based initially in Stockley Park and then transfer to London, UK in 2027.

Job Responsibilities

• Provide administrative support, including calendar management, expenses and travel

• Partner with ACE Commercial Business Strategy & Operations to support the ACE Leadership Team and ACE Leadership Team meetings and activities

• Support and issue Communications for ACE Commercial organization

• Manage departmental business calendar(s) collaborating with peers on forward planning initiatives

• Plan and organize internal onsite and offsite meetings, ensuring timely preparation of agendas and meeting minutes

• Coordinate registrations for conferences, symposia and local / international congresses

• Maintain departmental information, including but not limited to organizational charts, rosters, birthday list, distribution lists, territory maps, photo library, etc.

• Support recruitment and onboarding of new hires by assisting recruiters with interviews, creating onboarding plans, and completing onboarding tasks

• Handle general inquiries and route questions to appropriate resources

• Serves as principal point person in coordination with leaders and administrative team on broader organizational management and business processes across function/geography, including town hall meetings, communications, and project coordination

• Serves as a partner and key stakeholder for the function/geography/site with cross-functional stakeholders, including Finance, Human Resources, Legal, Public Affairs, and other senior administrative professional staff; including site activities and local engagement

• Always maintain confidentiality

Experience Required:

• Possesses the ability to multi-task activities with significant business impact and prioritize effectively with minimal direction in the face of ambiguity

• Demonstrates strong judgment in appropriately dealing with sensitive and confidential information

• Effectively organizes team resources around top priorities and influences to get things done

• Strong business acumen and demonstration of business knowledge and priorities

• Anticipates business needs and identifies focus areas in support of business objectives

• Exercises discretion to make decisions on behalf of the leader/organization on areas of influence

• Acts as a team player that collaborates and networks both within and outside of specific site/function/geography

• Engages as a peer within the ACE Leadership Team and senior administrative groups

Basic Qualifications

• Significant office administrative experience

Additional Qualifications

• Strong track record of serving as a partner for senior executives

• Strong collaboration, accountability and communication skills, including track record for coaching and mentoring colleagues while ensuring an inclusive work environment

• Ability to exercise judgment and independently determine and take appropriate action

• Excellent active listening skills that encourage employee trust

• Professional and effective verbal, written, and interpersonal communication skills

• Role model for Gilead core values and behaviours

We are pleased to share that Gilead’s Stockley Park and Holborn offices are planning to come together at a new London headquarters at 1 Triton Square, NW1, from approximately Q2 2027. Applicants should consider this planned location change when applying for this role. Gilead operates a flexible working policy, offering a balanced approach with two days of remote working and three days working onsite.