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Administrative Coordinator, Investor Relations

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Gilead Sciences

18d ago

  • Job
    Full-time
    Mid & Senior Level
  • People, HR & Administration
    Accounting & Tax
  • Foster City
  • Quick Apply

AI generated summary

  • You need a high school diploma, 3+ years of executive admin experience, strong MS Office skills, attention to detail, discretion, and the ability to manage changing priorities independently.
  • You will manage calendars, travel arrangements, and budgets, support team events and onboarding, and maintain briefing materials while fostering strong relationships with executives.

Requirements

  • Requires a minimum of a high school diploma and 3+ years of senior administrative experience supporting executive(s).
  • Proficiency in Microsoft Excel, Word, PowerPoint, Visio, 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, comfortable with responding to changing priorities.
  • Ability to work independently with minimal supervision.
  • Excellent time management and organizational abilities.
  • Strong interpersonal and communication skills, both internally and externally.
  • Associate’s degree or higher with 5+ years of experience including 3+ years’ administrative experience supporting an Executive Director or VP level and above.
  • Experience in administrative coordination within the pharmaceutical/biotech industry or financial function.
  • Experience at a global company preferred.

Responsibilities

  • Provide full range of administrative support for the Vice President, proactively managing the calendar, but with the poise and professional conduct needed to adapt to last minute changes and requests.
  • Build effective relationships with Executive Coordinators to C-level executives by being highly responsive and flexible, with a “can do” approach to problem solving.
  • Manage significant domestic and international travel, and prepare detailed and thoughtful itineraries including briefing documents that may also be used by C-level executives.
  • Proactively manage full range of administrative tasks including timely submission of expense reports.
  • Support management of team budget, responsible for setting up purchase orders, approving invoice payments and monitoring team expenditures vs budget on an ongoing basis.
  • Lead organization of team events including offsites and team-building. Ensure smooth on-boarding of new team members, and day-to-day management of team (e.g. birthdays, company event awareness, vacation schedules etc).
  • Maintain briefing books and binders proactively.
  • Possible stretch assignments depending on capability and interest (e.g. contributing to our Weekly newsletter, project managing key events).

FAQs

What is the primary role of the Administrative Coordinator in Investor Relations at Gilead?

The primary role of the Administrative Coordinator is to provide comprehensive administrative support to the Vice President of Investor Relations and Corporate Strategic Finance, assisting with calendar management, travel arrangements, budget monitoring, and team event organization.

What are the minimum qualifications required for this position?

The minimum qualifications include a high school diploma and at least 3 years of senior administrative experience supporting executives, proficiency in Microsoft Office tools, fluency in English, strong attention to detail, and the ability to manage confidential information with integrity.

Is prior experience in the pharmaceutical or biotech industry required?

While not required, experience in administrative coordination within the pharmaceutical/biotech industry is preferred.

What types of tasks will the Administrative Coordinator be responsible for on a day-to-day basis?

The Administrative Coordinator will be responsible for managing calendars, travel arrangements, expense reports, team budgets, organizing team events, maintaining briefing documents, and other administrative tasks.

What is the expected salary range for this position?

The salary range for this position is between $107,270.00 and $138,820.00, based on factors such as experience, qualifications, and geographic location.

Does Gilead offer any benefits for this position?

Yes, Gilead offers a comprehensive benefits package, including medical, dental, vision, and life insurance, as well as the possibility of a discretionary annual bonus and stock-based long-term incentives.

What kind of work environment can I expect at Gilead?

Gilead promotes a work environment that values diversity, individual differences, and collaboration, ensuring that every employee feels included and respected.

How will success be measured in this role?

Success in this role will be measured by the ability to efficiently manage administrative responsibilities, maintain positive relationships with stakeholders, and contribute proactively to the team's objectives and events.

Is there potential for career advancement in this position?

Yes, there is potential for career advancement as the position offers a broad view across Gilead and opportunities to partner closely with Executive Coordinators supporting C-level executives, which may lead to more senior administrative roles.

How can I apply for the Administrative Coordinator position?

Current Gilead Employees and Contractors can apply for this position by logging onto the Internal Career Site.

Gilead Sciences

Science & Healthcare
Industry
10,001+
Employees
1987
Founded Year

Mission & Purpose

The way we see it, the impossible is not impossible. It’s simply what hasn’t been achieved yet. For more than 30 years, we’ve pursued it, chased it down, tackled it for answers and surrounded it for a way in. We have worked tirelessly to bring forward medicines for life-threatening diseases. Creating Possible drives everything we do. It’s evident in our mission and core values. This is how we built a culture of excellence that is fueled by a passion for improving lives of people around the world. For us, nothing is impossible – because of the people we work with, the communities we stand with and the partners we push forward with. Our ~12,000 employees band together through science, grit, compassion and courage to prove the impossible wrong. At Gilead, the tangible results of your contributions are evident. Where every individual matters. Where all employees can enhance their skills through ongoing development. And where we start every day with one question: “What’s next?”