Administrative Coordinator

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About the role

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   We are seeking an Administrative Coordinator, Internal Quality who will provide administrative and operational support to the Vice President of Internal Quality and three Executive Directors. The role coordinates complex calendars, meetings, events, travel, financial administration, onboarding, and departmental resources. The Administrative Coordinator manages multiple projects and timelines, anticipates resource needs, and works with minimal supervision to support the department’s goals and day-to-day operations. Responsibilities include: Administrative Coordination and Department Support • Understand the goals and objectives of Internal Quality and align administrative activities to support their achievement. • Prioritize workload across multiple projects and timelines, arrange needed resources, and coordinate follow-through with minimal guidance. • Serve as a point of contact for administrative inquiries and as a resource to other administrative professionals. • Use advanced Microsoft 365 applications, SharePoint Online, meeting technologies, and other administrative systems to prepare documents, presentations, spreadsheets, reports, templates, and departmental materials. • Maintain organizational charts, distribution lists, departmental information, office supplies, and workspace logistics. • Coordinate onboarding activities for new employees, including equipment, workspace, required training, and orientation support. • Provide back-up coverage for administrative colleagues and maintain cross-training to support continuity of operations. Calendar, Meeting, and Leadership Team Support • Manage complex calendars for the Vice President and three Executive Directors, incorporating business priorities, preparation time, travel time, and follow-up time. • Coordinate meetings across functions and leadership levels in partnership with other administrative professionals, and ensure locations and virtual meeting details are current. • Coordinate recurring leadership and team meetings, including agenda reminders, materials, logistics, notes, decisions, action items, and follow-up tracking. • Schedule people-related activities in alignment with enterprise timelines, including talent reviews, calibrations, quarterly check-ins, and year-end reviews. • Coordinate all-hands and organizational meetings by gathering agenda items, consolidating presentation materials, preparing standard slides, and confirming logistics. Event, Travel, and Financial Coordination • Coordinate department meetings, off-sites, leadership events, and team activities, including planning support, venues, cate

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