Administrative Coordinator

At Gilead, we’re creating a healthier world for all people. For more than 35 years, we’ve tackled diseases such as HIV, viral hepatitis, COVID-19 and cancer – working relentlessly to develop therapies that help improve lives and to ensure access to these therapies across the globe. We continue to fight against the world’s biggest health challenges, and our mission requires collaboration, determination and a relentless drive to make a difference.

Every member of Gilead’s team plays a critical role in the discovery and development of life-changing scientific innovations. Our employees are our greatest asset as we work to achieve our bold ambitions, and we’re looking for the next wave of passionate and ambitious people ready to make a direct impact.

We believe every employee deserves a great leader. People Leaders are the cornerstone to the employee experience at Gilead and Kite. As a people leader now or in the future, you are the key driver in evolving our culture and creating an environment where every employee feels included, developed and empowered to fulfil their aspirations. Join Gilead and help create possible, together.

Job Description

The Administrative Coordinator provides administrative and operational support to the Vice President of Foster City Manufacturing and the broader site organization. This role coordinates executive activities, business operations, communications, events, and administrative processes. The Administrative Coordinator uses digital tools, organizational skills, and sound judgment to support efficient workflows and accurate execution in a regulated manufacturing environment.

This position is based onsite in Foster City, California.

As an Administrative Coordinator, at Gilead you will...

Key Responsibilities:

• Manage calendars, travel, expenses, and key commitments for the Vice President of Foster City Manufacturing.
• Coordinate internal, cross-functional, and external meetings across time zones, including logistics, agendas, materials, and follow-up actions.
• Prepare and edit correspondence, reports, presentations, briefing materials, and other business or technical documents for accuracy and consistency.
• Handle sensitive and confidential information with discretion and professionalism.
• Identify and implement improvements to administrative processes and workflows that support the Foster City Manufacturing site.
• Perform routine responsibilities independently with minimal supervision and receive direction as needed for non-routine work.
• Use Microsoft Copilot and other digital tools to draft communications, develop internal content, prepare briefings, summarize meetings and email threads, and track follow-up activities.
• Verify AI-generated content for accuracy, tone, and confidentiality in accordance with company AI, data privacy, and records policies.
• Identify opportunities to apply AI and digital tools to administrative processes and share useful practices with site staff.
• Coordinate onboarding logistics for employees, contractors, and leaders, including workspace, access, equipment, training enrollment, and introductory meetings.
• Coordinate facility visits, tours, inspections, and audits, including logistics, site access, and safety requirements.
• Process purchase requisitions, purchase orders, invoices, and vendor setup, and track assigned spending against budget.
• Maintain organization charts, distribution lists, Teams and SharePoint sites, and administrative records.
• Partner with the site Strategy and Operations lead to coordinate leadership meetings, governance and escalation meetings, and annual deliverables.
• Coordinate town halls, team-building and recognition events, and executive leadership visits.
• Support site communications and change initiatives, including announcements and organizational updates.
• Gather and reconcile information from multiple sources for reports and trackers and follow action items through resolution.
• Serve as a resource and backup for other administrative staff as needed.

Basic Qualifications:

High School Diploma and 3+ years of relevant experience

OR

Associate Degree and 2+ years of relevant experience.

Preferred Qualifications:

• Advanced proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Advanced proficiency with enterprise expense, procurement, and legal or contract systems.
• Demonstrated integrity, accountability, and ownership.
• Strong organizational and prioritization skills, with the ability to manage multiple assignments, deadlines, and stakeholders with minimal supervision.
• Strong written, verbal, and interpersonal communication skills.
• Experience supporting senior leaders in a collaborative, fast-paced organization.
• Experience working across functions, organizational levels, cultures, and geographic locations.
• Knowledge of administrative and office policies and procedures.
• Working knowledge of Good Manufacturing Practice principles, including good documentation practices, data integrity, and inspection readiness.

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