Gilead Sciences is continuing to hire for all open roles. Our interview process may be conducted virtually and some roles will be asked to temporarily work from home. Over the coming weeks and months, we will be implementing a phased approach to bringing employees back to site to ensure the health and safety of our teams.
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We are seeking an experienced, highly organized, and proactive senior administrative professional to provide administrative support to the Oncology Therapeutics Senior Leadership team. The position will be based in Foster City, CA and will have a high level of visibility in the organization.
Perform a wide variety of activities including handling complex projects/events requiring the gathering, reviewing, and analysis of data impacting a major portion of the organization
Serve as a primary resource for data and information to the department
Recommend, interpret, and/or implement company and internal administrative policies and procedures
Serve as a Lead Administrative Coordinator in the department and coaches/guides/advises other administrative professionals
Interfaces with senior level external parties to provide information and answer queries
Interfaces with a very broad range of internal management and staff in the course of meeting a wide range of administrative needs
Attend meetings and accurately takes minutes, capturing the essence of the discussion and notes actions items for follow-up
Perform routine activities such as word processing, answering calls, creating PowerPoint presentations, and assembling reports
May design/revise processes to enhance workflow, which includes the use of software to generate reports, statistics, timelines, correspondence and presentations
Prioritize 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.
Schedule candidate interviews and arrange hotel and travel accommodations ensuring a positive candidate experience in partnership with Talent Acquisition
Anticipate and successfully arranges for needed resources in order to meet timelines
Use advanced level software programs such as MS Outlook, Excel, and PowerPoint to create graphs, charts, spreadsheets, and presentations
Under manager’s direction, creates draft reports, documents, presentations and templates using raw data
Understand the goals and objectives of the entire department and contributes to the attainment of those G&O's. Keeps the bigger picture in mind and influences workflows accordingly
Coordinate large events which includes the planning, organizing and implementation of a number of event activities
Liaise with guests and speakers to assess needs and coordinates, as needed, such activities as travel, hotel, expense reports and tools and materials for presentations
May coordinate the preparation of annual budget, reviews monthly budget, reviews and researches variances
May coordinate group lease cars requirements and activities (at International Locations)
Assist with facilities space planning or office set-up. May screen and prioritize manager’s mail and email
Assist in the orientation and onboarding of new administrative assistants and other staff
Ongoing, acts as a resource to other administrative assistants and is cross-trained to cover for another administrative assistant if he/she is out of the office for an extended period of time
Knowledge, Skills and Abilities:
Demonstrated effective verbal, written, and interpersonal skills
Strong attention to detail and highly organized
High level of integrity and confidentiality with sensitive information
Proven knowledge and understanding of administrative and office policies and procedures
Must possess good proofreading and editing skills of technical documents
Ability to review the work of lower level administrative assistants
Demonstrated high level of proficiency with MS Office Suite, Outlook, Word, PowerPoint and Excel
Works under minimal supervision; proactive and anticipates future department needs and prepares accordingly
Specific Education and Experience Requirements:
Requires a minimum of a high school diploma plus 3+ years senior administrative experience supporting executive(s)
Associates Degree or higher preferred
As an equal opportunity employer, Gilead Sciences Inc. is committed to a diverse workforce. Employment decisions regarding recruitment and selection will be made without discrimination based on race, color, religion, national origin, gender, age, sexual orientation, physical or mental disability, genetic information or characteristic, gender identity and expression, veteran status, or other non-job related characteristics or other prohibited grounds specified in applicable federal, state and local laws. In order to ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Era Veterans' Readjustment Act of 1974, and Title I of the Americans with Disabilities Act of 1990, applicants who require accommodation in the job application process may contact email@example.com for assistance.
Following extensive monitoring, research, consideration of business implications and advice from internal and external experts, Gilead has made the decision to require all U.S. employees and contractors to receive the COVID-19 vaccines as a condition of employment. “Full vaccination” is defined as two weeks after both doses of a two-dose vaccine or two weeks since a single-dose vaccine has been administered. Anyone unable to be vaccinated, either because of a sincerely held religious belief or a medical condition or disability that prevents them from being vaccinated, can request a reasonable accommodation.
For more information about equal employment opportunity protections, please view the ‘EEO is the Law’ poster.
Our environment respects individual differences and recognizes each employee as an integral member of our company. Our workforce reflects these values and celebrates the individuals who make up our growing team.
Gilead provides a work environment free of harassment and prohibited conduct. We promote and support individual differences and diversity of thoughts and opinion.
Please log onto your Internal Career Site to apply for this job.