Administrative Coordinator – International Medical Affairs, InterContinental Region

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Job Description

Administrative Coordinator – International Medical Affairs, InterContinental Region

Reporting to the Executive Director of International Medical Affairs – InterContinental Region, this position provides comprehensive administrative support for the Executive Directors of International Medical Affairs. This support includes scheduling, logistics, travel planning, meeting support, event planning, SOW/PO management and expense management.

Responsibilities (include but not limited to):

Manage Schedules and Coordinate travel and logistics for Executive Directors of International Medical Affairs, InterContinental Region (IMA-ICR)
Must possess flexibility to support the regional team, logistics, recruiting and meetings, including coordination and meeting minutes as needed.
Maintain professional discernment on appropriate urgency/prioritization to complete
Assist in the orientation and onboarding of new staff, including office set-up
Support implementation of cross-functional projects
Vendor management including due diligence, supplier set-up and contracts
Centrally manage all MSAs, Work Orders and general agreement for department
Act a central point of contact for IMA-ICR
Assist with open POs, process invoices, tract expenditures and facilitate accruals and budget updates to Finance
Assist with department presentation development
Follows up with sub-team members or working group regarding progress on routine action items updates and deadlines

Essential Duties and Job Functions

Candidate must have a professional demeanor that can represent Gilead’s core values of integrity, excellence, teamwork & accountability in every project.
Must have specific, working knowledge of processes related to budget tracking, invoicing and purchase orders, contract administration, and vendor relations.
Candidate must possess solid organizational skills, excellent written and oral communication skills, attention to detail, high-level customer service skills, positive attitude and the intelligence and resourcefulness to get the job done.
Must be able to appropriately interact with senior management and external customers/vendors
Self-starter mindset, with the flexibility to take on a wide range of responsibilities and work independently

Flexibility to be able to effectively work with a global team located in different time zones
Ability to maintain a high level of discretion and confidentiality with sensitive company information

Preferred Qualifications

Associates Degree or higher preferred plus 5+ years of senior administrative experience
The expectation is this role must be onsite as needed, by Gilead policies
Relevant project management experience preferable
The ideal candidate would have working knowledge of pharmaceutical/biotech operations, preferably in Medical Affairs
Strong Communication, presentation and analytical skills
Computer Skills: basic PC skills (Windows, Excel, Word, PowerPoint). Experience with electronic document management systems

The salary range for this position is: $104,125.00 - $134,750.00. Gilead considers a variety of factors when determining base compensation, including experience, qualifications, and geographic location. These considerations mean actual compensation will vary. This position may also be eligible for a discretionary annual bonus, discretionary stock-based long-term incentives (eligibility may vary based on role), paid time off, and a benefits package. Benefits include company-sponsored medical, dental, vision, and life insurance plans*.

For additional benefits information, visit:

https://www.gilead.com/careers/compensation-benefits-and-wellbeing

Eligible employees may participate in benefit plans, subject to the terms and conditions of the applicable plans.

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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

careers@gilead.com

for assistance.

For more information about equal employment opportunity protections, please view the

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For Current Gilead Employees and Contractors:

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