
Administrative Coordinator – Liver Disease Business Unit
United States - California - Foster CityCommercial/Sales OperationsRegularОписание вакансии
Gilead Sciences, Inc. is a biopharmaceutical company that has pursued and achieved breakthroughs in medicine for more than three decades, with the goal of creating a healthier world for all people. The company is committed to advancing innovative medicines to prevent and treat life-threatening diseases, including HIV, viral hepatitis, and cancer. Gilead operates in more than 35 countries worldwide, with headquarters in Foster City, California.
Gilead's mission is to discover, develop and deliver therapies that will improve the lives of patients with life-threatening illnesses worldwide. As an Administrative Coordinator to the Vice President Liver Disease Business Unit, US Commercial you are responsible for supporting a commercial sales leader and overall Gilead Liver Sales Team through a collection of administrative duties, some of which are outlined below.
In addition to Administrative Coordinator responsibilities, the primary duties of the role include but are not limited to:
- Provides proactive administrative support to the Vice President of the Liver Disease Business Unit in managing calendar, travel, and expenses
- Organizes team meetings, notably for the Senior Leadership Team (SLT), and Vice President's Council, as well as other meetings and offsites as needed
- Prioritizes workload involving multiple large projects/timelines. Such projects may include coordinating or leading the implementation of new and/or revised software applications/databases, including interfacing with vendors, ensuring user training, etc., with minimal guidance.
- Arranges needed resources to meet timelines.
- Uses advanced software programs such as Excel, Access, and PowerPoint to create graphs, charts, spreadsheets, and LCD presentations.
- Under the manager's direction, creates draft reports, documents, presentations, and templates using raw data for key meetings
- May gather data using internet searches.
- Understands the entire department's goals and objectives and contributes to attaining those G&Os.
- Keeps the bigger picture in mind and influences workflows accordingly.
- Responsible for coordinating large events, including planning, organizing, and implementing several event activities.
- Liaises with guests and speakers to assess needs and coordinates, as needed, such activities as travel, hotel, expense reports, and tools and materials for presentations.
- Typically coordinates the annual budget preparation, reviews monthly budgets, and research variances.
- May coordinate group lease car requirements and activities (at International Locations).
- Assists facilities with space planning and office set-up.
- May screen and prioritize manager's mail and email.
- Assists in the orientation of new administrative assistants and other staff.
- Ongoing acts as a resource to other administrative coordinators and are cross-trained to cover for other administrative coordinators if they are out of the office for an extended period of time.
Basic Qualifications:
High School and Three Years' Experience
OR
Associate Degree and Two Years' Experience
OR
Bachelor's Degree
Preferred Qualifications:
- 5 years of administrative coordinator/assistant experience
- MS Office suite advanced proficiency (Calendar, Outlook, Word, PowerPoint, Excel)
- Concur expense process advanced proficiency
- Excellent verbal, written, and interpersonal skills.
- Requires knowledge and understanding of administrative and office policies and procedures.
- Advanced proofreading and editing skills
- Proof, edit, and review junior administrative assistants' work for accuracy
- Advanced knowledge and experience using several office software programs
- Experienced working with minimal supervision