Senior Administrative Assistant, Clinical Pharmacology

Company: Gilead Sciences, Inc.
Location: San Mateo
Posted on: May 12, 2022

Job Description:

We are seeking an experienced, energetic and proactive Senior Administrative Professional to provide administrative support for the Clinical Pharmacology department. The position will be based in Foster City, CA and will have a high level of visibility in the organization.Key Responsibilities:

• Act as primary interview scheduler as requested and create interview schedules as necessary
• Ensure that all new hires are set up with space and equipment on start date
• Coordination of meeting events and logistics on- and off-site create POs, other purchasing/funding as needed for Clinical Pharmacology Department
• Schedule and coordinate departmental, staff meetings, and team meetings, 1:1's, skip levels, trainings and workshops meetings and work with VP as needed
• Organizing travel arrangements/reimbursement
• Document preparation (literature searches, editing for grammar, formatting, collating)
• Coordinate consulting agreements and other contracts with Legal and Development Business Operations
• File set-up and maintenance, both paper and electronic, including use of SharePoint
• Oversight and tracking of resource (e.g. software) licenses and their renewals and sourcing new resources when applicable
• Ensure that all work is completed with a high level of attention to detail and accuracy
• Prepare, format and distribute memos, letters, reports, agendas and PowerPoint presentations
• Manage the process for presentation materials for various departmental and team meetings
• Provide back-up support to other administrative coordinators as requested
• Manage meeting and event planning for the team and negotiate contracts with vendors
• Demonstrate proficiency with all systems to initiate and process invoices, expenses, travel, purchasing, retrieve and store documents
• Preferred system experience includes Office, Oracle EBS, Cliqbook/Concur T&E
• Produce reports on an ad hoc basis as needed
• Create organizational charts, talent maps, goals presentations, etc. as requested/neededMinimum Qualifications:Knowledge
  • Demonstrated effective verbal, written, and interpersonal skills
  • Proven knowledge and understanding of administrative and office policies and procedures
  • Must possess good proofreading and editing skills of technical documents
  • Demonstrated high level of proficiency with MS Office Suite, Outlook, Word, PowerPoint and Excel in particular
  • Works under minimal supervision; proactive and anticipates future department needs and prepares accordinglySpecific Education and Experience Requirements
    • Requires a minimum of a high school diploma plus 3-5+ years administrative experience
    • Associates Degree or higher preferredFor 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.Following extensive monitoring, research, consideration of business implications and advice from internal and external experts, Gilead has made the decision to require all U.S. employees and contractors to receive the COVID-19 vaccines as a condition of employment. "Full vaccination" is defined as two weeks after both doses of a two-dose vaccine or two weeks since a single-dose vaccine has been administered. Anyone unable to be vaccinated, either because of a sincerely held religious belief or a medical condition or disability that prevents them from being vaccinated, can request a reasonable accommodation.---For more information about equal employment opportunity protections, please view the 'EEO is the Law' poster. NOTICE: EMPLOYEE POLYGRAPH PROTECTION ACT YOUR RIGHTS UNDER THE FAMILY AND MEDICAL LEAVE ACT PAY TRANSPARENCY NONDISCRIMINATION PROVISION 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.
      
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Keywords: Gilead Sciences, Inc., San Mateo , Senior Administrative Assistant, Clinical Pharmacology, Administration, Clerical , San Mateo, California