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.

Job Description

The Administrative Coordinator provides administrative and operational support to the Vice President of Foster City Manufacturing and the broader site organization. This role coordinates executive activities, business operations, communications, events, and administrative processes. The Administrative Coordinator uses digital tools, organizational skills, and sound judgment to support efficient workflows and accurate execution in a regulated manufacturing environment.

This position is based onsite in Foster City, California.

As an Administrative Coordinator , at Gilead you will...

Key Responsibilities:

Manage calendars, travel, expenses, and key commitments for the Vice President of Foster City Manufacturing.

Coordinate internal, cross-functional, and external meetings across time zones, including logistics, agendas, materials, and follow-up actions.

Prepare and edit correspondence, reports, presentations, briefing materials, and other business or technical documents for accuracy and consistency.

Handle sensitive and confidential information with discretion and professionalism.

Identify and implement improvements to administrative processes and workflows that support the Foster City Manufacturing site.

Perform routine responsibilities independently with minimal supervision and receive direction as needed for non-routine work.

Use Microsoft Copilot and other digital tools to draft communications, develop internal content, prepare briefings, summarize meetings and email threads, and track follow-up activities.

Verify AI-generated content for accuracy, tone, and confidentiality in accordance with company AI, data privacy, and records policies.

Identify opportunities to apply AI and digital tools to administrative processes and share useful practices with site staff.

Coordinate onboarding logistics for employees, contractors, and leaders, including workspace, access, equipment, training enrollment, and introductory meetings.

Coordinate facility visits, tours, inspections, and audits, including logistics, site access, and safety requirements.

Process purchase requisitions, purchase orders, invoices, and vendor setup, and track assigned spending against budget.

Maintain organization charts, distribution lists, Teams and SharePoint sites, and administrative records.

Partner with the site Strategy and Operations lead to coordinate leadership meetings, governance and escalation meetings, and annual deliverables.

Coordinate town halls, team-building and recognition events, and executive leadership visits.

Support site communications and change initiatives, including announcements and organizational updates.

Gather and reconcile information from multiple sources for reports and trackers and follow action items through resolution.

Serve as a resource and backup for other administrative staff as needed.

Basic Qualifications :

High School Diploma and 3+ years of relevant experience

OR

Associate Degree and 2+ years of relevant experience.

Preferred Qualifications:

Advanced proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.

Advanced proficiency with enterprise expense, procurement, and legal or contract systems.

Demonstrated integrity, accountability, and ownership.

Strong organizational and prioritization skills, with the ability to manage multiple assignments, deadlines, and stakeholders with minimal supervision.

Strong written, verbal, and interpersonal communication skills.

Experience supporting senior leaders in a collaborative, fast-paced organization.

Experience working across functions, organizational levels, cultures, and geographic locations.

Knowledge of administrative and office policies and procedures.

Working knowledge of Good Manufacturing Practice principles, including good documentation practices, data integrity, and inspection readiness.

Experience in pharmaceutical or biotechnology manufacturing and familiarity with industry terminology.

Experience with controlled-document workflow management tools or systems, such as Veeva Vault.

Experience with Lean Manufacturing and Continuous Improvement concepts.

Experience with workflow automation or AI tools, such as Power Automate or Microsoft Copilot agents.

Ability to adopt new digital tools and demonstrate accountability and consistency in a regulated manufacturing environment.

The salary range for this position is: $109,650.00 - $141,900.00. 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:

https://www.gilead.com/careers/compensation-benefits-and-wellbeing

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

For jobs in the United States:

Gilead Sciences Inc. is committed to providing equal employment opportunities to all employees and applicants for employment, and is dedicated to fostering an inclusive work environment comprised of diverse perspectives, backgrounds, and experiences. Employment decisions regarding recruitment and selection will be made without discrimination based on race, color, religion, national origin, sex , 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 ApplicantAccommodations@gilead.com for assistance.

For more information about equal employment opportunity protections, please view the 'Know Your Rights' poster.

NOTICE: EMPLOYEE POLYGRAPH PROTECTION ACT YOUR RIGHTS UNDER THE FAMILY AND MEDICAL LEAVE ACT

Gilead Sciences will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, (c) consistent with the legal duty to furnish information; or (d) otherwise protected by law.

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 apply via the Internal Career Opportunities portal in Workday.