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Administrative Coordinator

Company: Gilead Sciences, Inc.
Location: San Mateo
Posted on: May 27, 2023

Job Description:

For Current Gilead Employees and Contractors:

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

Job Description

We are seeking an experienced, highly organized, and proactive administrative professional to provide administrative support for the Global Regulatory Affairs (GRA) Virology Liaisons team and the GRA Labeling and Advertising & Promotion team.

The position will be based in Foster City, CA.

Job Description

Provides administrative support to two teams based in the US within the Global Regulatory Affairs organization. May spend time coordinating functional administrative activities which support regulatory submissions and contract management. Provides administrative support for travel reservations, including complex travel for groups of individuals for meetings with health authorities, including hotel and conference room reservations, transportation, meals and expense reporting. Responsible for coordinating conference room audio/video set-up, ordering supplies, setting up interviews, supporting new employee/contractor onboarding, preparing purchase orders and invoices, managing conference registrations, organizing team events, and occasional support for Regulatory, Safety and Quality (RSQ) events. May track department budget as directed by immediate managers. May gather data using internet searches. Creates or may assist in the creation of Excel spreadsheets and presentation materials as directed by immediate managers. May gather, collect, record, track and verify relatively complex data and information from multiple sources. Liaises with external organizations (eg, vendors) to coordinate activities which are important to the function of the department.


Excellent verbal, written, and interpersonal skills are required. Requires knowledge and understanding of administrative and office policies and procedures. Must possess good proofreading and editing skills of technical documents. Has the ability to manage conflicting priorities, to quickly pivot between the support required by two groups, and to review the work of lower level administrative assistants. Advanced knowledge and experience using a number of office software programs. Works under minimal supervision. Receives occasional direction from manager to perform non-routine job responsibilities and duties.

Specific education and experience requirements: Requires a minimum of a high school diploma plus 3-5+ years administrative experience.

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:

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

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.

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., Canada, Australia, Singapore, and Hong Kong 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 'Know Your Rights' 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.

Keywords: Gilead Sciences, Inc., San Mateo , Administrative Coordinator, Administration, Clerical , San Mateo, California

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