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
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