Gilead Sciences, Inc. Administrative Coordinator in Foster City, California

For Current Gilead Employees and Contractors:

Please log onto your Internal Career Site to apply for this job.

Job Description

Gilead Sciences, Inc. is a research-based biopharmaceutical company that discovers, develops and commercializes innovative medicines in areas of unmet medical need. We strive to transform and simplify care for people with life-threatening illnesses around the world. Gilead's portfolio of products and pipeline of investigational drugs includes treatments for HIV/AIDS, liver diseases, cancer, inflammatory and respiratory diseases, and cardiovascular conditions.

We have the following exciting opportunity in our Foster City, CA location: Administrative Coordinator, supporting the Senior Vice President Development Operations. In this role, you will join a dynamic and fast paced organization and will provide general and administrative support to the SVP Development Operations. The preferred candidate will possess exceptional administrative and organizational skills as well as demonstrate strong written and verbal communication skills. Strong interpersonal skills are required as this position interacts with all levels of employees and a team of senior administrative assistants across functions. Advanced skills with Microsoft Office (Outlook, Word, PowerPoint and Excel) required.

Responsibilities include, but are not limited to:

  • Proactively maintain daily calendar for Senior VP Development Operations; manage scheduling changes and resolve scheduling conflicts.

  • Uses advanced level software programs such as Excel, Word and PowerPoint to create graphs, charts, spreadsheets, and presentation.

  • Schedule all staff meetings and team meetings and work with Senior VP Development Operations to prepare the agendas.

  • Prepare, format and distribute memos, letters, reports, agendas and PowerPoint presentations.

  • Creates or may assist in the creation of presentation materials and drafts documents as needed.

  • Create organizational charts.

  • Gathers, collects, records, tracks and verifies relatively complex data and information from multiple sources. Liaises with external agencies or organizations to coordinate activities which are important to the function and leader.

  • Plan and submit travel instructions to travel agency, complete travel agendas related to lodging, ground transportation, meetings/locations/restaurants.

  • Helps plan and coordinate department-wide quarterly meetings and events, including managing event planning and negotiating vendor contacts as necessary.

  • Prioritizes workload involving multiple projects/timelines. Arranges for needed resources in order to meet timelines.

  • Track and reconcile department-wide budgets.

  • Submit invoices and ensure payment as needed; May screen and prioritize manager’s mail and email. - Understands the goals and objectives of the entire department and contribute to the attainment of those G&O's.

  • Ensure that all work is completed with a high level of attention to detail and accuracy.

  • Effectively prioritize work load and independently resolve conflicts related to meeting multiple deadlines.

Required Skills & Education:

  • Requires a minimum of a high school diploma plus 3-5 years administrative experience.

  • AA/BA Preferred.

  • Excellent verbal, written and interpersonal skills are required.

  • Experience providing administrative support to an R&D Leader preferred.

  • Requires advanced knowledge and understanding of administrative and office policies and procedures.

  • Ability to ensure that all work is completed with a high level of attention to detail and accuracy.

  • Excellent verbal, written, and interpersonal skills are required.

  • Strong Word, Excel, PowerPoint and Outlook skills required.

  • Must possess good proofreading and editing skills of technical documents.

  • Ability to keep the bigger picture in mind and influences workflows accordingly.

For jobs in the United States:

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 for assistance.

For more information about equal employment opportunity protections, please view the ‘EEO is the Law’ at poster.




Our environment respects individual differences and recognizes each employee as an integral member of our company. Our workforce reflects these values and celebrates the individuals who make up our growing team.

Gilead provides a work environment free of harassment and prohibited conduct. We promote and support individual differences and diversity of thoughts and opinion.

For Current Gilead Employees and Contractors:

Please log onto your Internal Career Site to apply for this job.

Gilead Sciences, Inc. is a research-based biopharmaceutical company that discovers, develops and commercialises innovative medicines in areas of unmet medical need. With each new discovery and investigational drug candidate, we seek to improve the care of patients living with life-threatening diseases around the world. Gilead’s therapeutic areas of focus include HIV/AIDS, liver diseases, cancer and inflammation, and serious respiratory and cardiovascular conditions.

If this is not the right move for you now but remain interested in a career at Gilead Sciences please connect with us via our talent community at