Administrative Coordinator, IT GCC Site Operations

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 fulfill their aspirations. Join Gilead and help create possible, together.

Job Description

Gilead Sciences, is a biopharmaceutical company that has pursued and achieved breakthroughs in medicine for more than three decades. As part of our goal to create a healthier world for all people, we are committed to advancing innovative medicines to prevent and treat life-threatening diseases, including HIV, viral hepatitis and cancer. Gilead operates in more than 35 countries worldwide, with headquarters in Foster City, California.

​​Job Description​:
Administrative Coordinator, IT GCC Site Operations
In this role, you will serve as the Administrative Coordinator for the IT Global Capability Center (GCC), providing broad site-based administrative, engagement and operational support. The primary focus will be coordinating activities that strengthen site operations, employee experience, communications and connection across the IT GCC as well as the global IT community.

Working under the direction of the IT Site Lead, this position will partner with Site Leadership, local administrative peers, Workplace/Facilities, HR, IT teams and external partners. The successful candidate will manage multiple stakeholders, activities and deadlines with minimal supervision and will be expected to exercise sound judgment, maintain confidentiality and deliver a consistent, high-quality experience for employees and visitors.

The primary duties of the Administrative Coordinator role include but are not limited to:

- Plan and execute site engagement activities under the direction of the IT Site Lead, including viewing-room logistics for enterprise and functional town halls and events, site-level town halls, events for visiting leaders, and regular locally relevant social and engagement activities for IT employees.

- Plan and support visits from global IT leaders, including agendas, meeting and room logistics, site communications, local transportation and other visit coordination as needed.

- Support Site Leadership and local administrative peers with key site-related activities, including crisis management planning and execution support, engagement events and recruiting events.

- Support external vendor and partner onboarding and meetings, coordinating site access, meeting logistics, required materials and connections to the appropriate internal stakeholders.

- Provide limited shared administrative support for the IT Site Lead and her direct reports, including selected meeting coordination, site-related travel or expense support, and preparation of materials.

- Coordinate site and team events from planning through execution, including scheduling, facilities and audio-visual requirements, catering, communications, attendee management and follow-up.

- Serve as a site point of coordination for internal and external stakeholders and connect requests to the appropriate HR, Workplace/Facilities, Security, IT, Procurement or other functional partners.

- Coordinate operational logistics for employees and contractors, including onboarding activities, workspace readiness, office setup and other site-based needs, in collaboration with relevant functional teams.

- Maintain site calendars, contact lists, shared resources, communications channels and administrative records so that information is current, accessible and appropriately managed.

- Support site purchasing, purchase-order and budget administration as assigned, which may include collecting information, tracking routine expenses, supporting accruals and coordinating with Finance or Procurement partners.

- Use Microsoft Outlook, Excel, PowerPoint, Word, Teams, SharePoint, Viva Engage and other approved applications to support site communications, reporting, presentations, events and daily operations.

- Gather information and coordinate resources for site initiatives, including support for new or updated tools, processes, vendors, employee communications, onboarding and training logistics.

- Provide cross-functional administrative support and coverage for local administrative peers during absences, peak periods or major site activities.

Basic Qualifications:
High School and Three Years' Experience OR Associate Degree and Two Years' Experience OR Bachelor's Degree

- A high school diploma and 5 years of administrative coordinator, office operations, site support or related experience.

- Experience coordinating employee engagement activities, town halls, leader visits, meetings or events in a corporate environment.

- Excellent verbal, written and interpersonal communication skills, with strong service orientation and the ability to work effectively across functions and levels.

- Strong knowledge of administrative and office policies, procedures and site operations, with the judgment to route issues to the appropriate functional owner.

- Strong planning, organization and attention to detail, including the ability to manage multiple concurrent activities and changing priorities with minimal supervision.

- Advanced proofreading, editing and presentation support skills.

- Advanced proficiency with Microsoft Outlook, Excel, PowerPoint, Word, Teams, SharePoint and related collaboration tools; familiarity with Viva Engage is preferred.

- Experience supporting onboarding, workspace coordination, vendors, purchase orders or routine budget administration is preferred.

- Ability to maintain confidentiality and exercise sound judgment when handling employee, site and leadership information.

- Experience working in a global, matrixed organization and partnering with geographically distributed stakeholders is preferred.

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.

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.