Administrative Coordinator

This job is with Gilead Sciences Inc., an inclusive employer and a member of myGwork – the largest global platform for the LGBTQ+ business community. 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.

We are seeking an experienced Administrative Coordinator for the General Manager (GM), Vice President (VP), Head of ACE Commercial along with Executive Director (ED) of ACE Mid-size Markets. This individual will act as a partner for the ACE GM VP and ACE ED for Mid-size Markets, providing administrative leadership and support. The incumbent will report to the VP and Head of ACE Commercial and will be based initially in Stockley Park and then transfer to London, UK in 2027.

Job Responsibilities

• Provide administrative support, including calendar management, expenses and travel.
• Partner with ACE Commercial Business Strategy & Operations to support the ACE Leadership Team and ACE Leadership Team meetings and activities.
• Support and issue Communications for ACE Commercial organization.
• Manage departmental business calendar(s) collaborating with peers on forward planning initiatives.
• Plan and organize internal onsite and offsite meetings, ensuring timely preparation of agendas and meeting minutes.
• Coordinate registrations for conferences, symposia and local/international congresses.
• Maintain departmental information, including but not limited to organizational charts, rosters, birthday list, distribution lists, territory maps, photo library, etc.
• Support recruitment and onboarding of new hires by assisting recruiters with interviews, creating onboarding plans, and completing onboarding tasks.
• Handle general inquiries and route questions to appropriate resources.
• Serve as principal point person in coordination with leaders and administrative team on broader organizational management and business processes across function/geography, including town hall meetings, communications, and project coordination.
• Serve as a partner and key stakeholder for the function/geography/site with cross-functional stakeholders, including Finance, Human Resources, Legal, Public Affairs, and other senior administrative professional staff; including site activities and local engagement.
• Always maintain confidentiality.

Experience Required:

• Possesses the ability to multi-task activities with significant business impact and prioritise effectively with minimal direction in the face of ambiguity.
• Demonstrates strong judgment in appropriately dealing with sensitive and confidential information.
• Effectively organises team resources around top priorities and influences to get things done.
• Strong business acumen and demonstration of business knowledge and priorities.
• Anticipates business needs and identifies focus areas in support of business objectives.
• Exercises discretion to make decisions on behalf of the leader/organization on areas of influence.
• Acts as a team player that collaborates and networks both within and outside of specific site/function/geography.
• Engages as a peer within the ACE Leadership Team and senior administrative groups.

Basic Qualifications

• Significant office administrative experience.

Additional Qualifications

• Strong track record of serving as a partner for senior executives.
• Strong collaboration, accountability and communication skills, including track record for coaching and mentoring colleagues while ensuring an inclusive work environment.
• Ability to exercise judgment and independently determine and take appropriate action.
• Excellent active listening skills that encourage employee trust.
• Professional and effective verbal, written, and interpersonal communication skills.
• Role model for Gilead core values and behaviours.

We are pleased to share that Gilead's Stockley Park and Holborn offices are planning to come together at a new London headquarters at 1 Triton Square, NW1, from approximately Q2 2027. Applicants should consider this planned location change when applying for this role. Gilead operates a flexible working policy, offering a balanced approach with two days of remote working and three days working onsite.

Equal Employment Opportunity (EEO)

It is the policy of Gilead Sciences, Inc. and its subsidiaries and affiliates (collectively "Gilead" or the "Company") to recruit select and employ the most qualified persons available for positions throughout the Company. Except if otherwise provided by applicable law, all employment actions relating to issues such as compensation, benefits, transfers, layoffs, returns from layoffs, company-sponsored training, education assistance, social and recreational programs are administered on a non-discriminatory basis (i.e. without regard to protected characteristics or prohibited grounds, which may include an individual's gender, race, color, national origin, ancestry, religion, creed, physical or mental disability, marital status, sexual orientation, medical condition, veteran status, and age, unless such protection is prohibited by federal, state, municipal, provincial, local or other applicable laws). Gilead also prohibits discrimination based on any other characteristics protected by applicable laws.

For Current Gilead Employees and Contractors: Please apply via the Internal Career Opportunities portal in Workday.