Administrative Coordinator

For Current Gilead Employees and Contractors: Please log onto your Internal Career Site to apply for this job.
Job Description Administrative Coordinator Gilead Sciences, Inc. is a research-based biopharmaceutical company founded in 1987, that has pursued and achieved breakthroughs in medicine for more than three decades, with the goal of creating a healthier world for all people. Together we deliver life-saving therapies to patients in need. With the commitment and drive you bring to the workplace every day, you will be part of a team that is changing the world and helping millions of people live healthier, more fulfilling lives. Our worldwide staff is a close community where you can see the tangible results of your contributions, where every individual matters, and everyone has a chance to enhance their skills through ongoing development. The position will be office based in Cambridge, UK Essential Duties and Job Functions

• In addition to Senior Administrative Assistant responsibilities, 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
• Provides administrative support to:
  • VP Patient Safety Head of PVG/Affiliates and EU QPPV
  • The direct reports of PVG Head and Head of Affiliates, Affiliate Partnership & Regional leads
  • Supports the Affiliate Patient Safety Network as requested
• Assists with calendar management
• Organisation chart maintenance
• Supports Budget Management and reconciliation across geographies and teams
• Processing of Expenses and PCard transactions
• Management of contract and Purchase Order creation, tracking and receipting
• Manages travel planning and support including booking flights, transfers and accommodation
• Assists with visas and passport renewals
• Organises and schedules team meetings
• Responsible for the planning and organization of internal and occasional external meetings, including the coordination of large events which includes the planning, organizing and implementation of a number of event activities
• Prepares, arranges review, finalises and distributes relevant documents in a timely manner, such as agendas, meeting minutes
• Schedules Interviews alongside Talent Acquisition
• Checks incoming post and arranges outgoing DHL
• Monitors the EU QPPV office inbox and alerts relevant personnel in accordance with agreed distribution
• May act as trusted deputy in the Eudravigilance system for the QPPV
• Collaborates with other administrative coordinators in Gilead locally and globally
• Handles general enquiries and routes questions to appropriate personnel/resources within Gilead
• Assist with additional ad hoc duties when required

Knowledge, Experience and Skills

• Proven administration experience within a fast-paced international organization
• Experience within the Pharmaceutical industry needed, preferably in a Quality, Pharmacovigilance or Regulatory department
• Highly organised with a systematic approach to all tasks, a team player willing to help and learn
• Experience with international support and the ability to work to several different territories finance/expense policies and requirements in parallel
• Able to organise and prioritize autonomously with limited need for direction and instruction, following initial request for complex organisational tasks
• Excellent verbal, written, and interpersonal skills and strong attention to detail
• High cultural awareness and sensitivity in global communications at various senior levels of the company and across significantly differing cultural environments
• Ability to extend support across different locations and applying different site policies
• Uses advanced level software programs such as Excel, ChemDraw, Filemaker Pro to create graphs, charts, spreadsheets, and LCD presentations (MS office, Visio)

The Gilead Difference Everyone at Gilead is motivated by our overarching mission to discover and deliver innovative therapies that improve patient care in areas of unmet medical needs. But it’s just what we do that gives us an edge, it’s how we do it. We expect everyone at Gilead to lead by example, guided by our core values:

• Integrity – Doing What’s Right
• Inclusion – Encouraging Diversity
• Teamwork – Working Together
• Accountability – Taking Personal Responsibility
• Excellence – Being Your Best

Equal Employment Opportunity (EEO) It is the policy of Gilead Sciences, Inc. and its subsidiaries and affiliates (collectively "Gilead" or the "Company") to recruit select and employ the most qualified persons available for positions throughout the Company. Except if otherwise provided by applicable law, all employment actions relating to issues such as compensation, benefits, transfers, layoffs, returns from layoffs, company-sponsored training, education assistance, social and recreational programs are administered on a non-discriminatory basis (i.e. without regard to protected characteristics or prohibited grounds, which may include an individual’s gender, race, color, national origin, ancestry, religion, creed, physical or mental disability, marital status, sexual orientation, medical condition, veteran status, and age, unless such protection is prohibited by federal, state, municipal, provincial, local or other applicable laws). Gilead also prohibits discrimination based on any other characteristics protected by applicable laws.
For Current Gilead Employees and Contractors: Please log onto your Internal Career Site to apply for this job.