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.

The Administrative Coordinator role provides essential administrative and logistical activities that allow teams to reach their full potential. This role will serve two important business functions within Clinical Data Science Organization: C linical Data Engineering & Analytics (CDEA), and AI Research Center (ARC). Both functions enable capabilities that support CDS’ overarching purpose to develop transformative medicines, by utilizing our domain expertise in science, data, analytics, and technology to drive evidence-based decision-making and innovation.

Calendar & Scheduling: Manage complex calendars across internal and external stakeholders; prioritize meetings and resolve scheduling conflicts across time zones Meeting & Event Coordination: Plan and coordinate internal and external meetings, and offsites; prepare agendas, materials, and takeaways as needed Operations & Logistics: Support travel planning, expense reporting, and vendor coordination; manage logistics for team events and cross-functional engagements Stakeholder Coordination: Serve as a point of contact across internal stakeholders and functions; ensure timely communication and follow-up on key actions Document & Process Support: Prepare and format presentations, reports, and communications; maintain organization of files, trackers, distribution lists, and team resources Contracts & Compliance: Support internal contract workflows, including purchase orders (POs) and invoice tracking/processing; partner with stakeholders to ensure timely submissions and accurate documentation; maintain compliance with company policies and procedures Team Support: Enable smooth team operations, including onboarding coordination (equipment setup, orientation schedules, and introductory meetings); support broader administrative and operational needs as required Basic Qualifications: BA/BS and 1-3 years of administrative or executive support experience; OR AA and 2-3 years of administrative or executive support experience; OR High school diploma and 3+ years of administrative or executive support experience, ideally supporting multiple leaders or business units simultaneously within a matrixed organization . Strong organizational and time management skills High proficiency in Microsoft Office (Outlook, PowerPoint, Excel, SharePoint, Teams) and collaboration tools such as Teams, SharePoint, and Zoom. Ability to manage competing priorities in a fast-paced environment Demonstrates strong judgment in appropriately dealing with sensitive and confidential Information Strong communication and stakeholder management skills Experience coordinating complex scheduling and travel logistics across multiple time zones and stakeholder groups.

Strong organizational and time management