Description:
Gilead Sciences, Inc. is a research-based biopharmaceutical company founded in 1987. Together we deliver life-saving therapies to patients in need. With the commitment and drive you bring to the workplace every day, you will be part of a team that is changing the world and helping millions of people live healthier, more fulfilling lives. Our worldwide staff is a close community where you can see the tangible results of your contributions, where every individual matters, and everyone has a chance to enhance their skills through ongoing development. Our scientific focus has resulted in marketed products that are benefiting hundreds of thousands of people, a pipeline of late-stage drug candidates, and unmatched patient access programs to ensure medications are available to those who could otherwise not afford them. By joining Gilead, you will further our mission to address unmet medical needs and improve life by advancing the care of patients with life-threatening diseases.
For more information, please visit www.gilead.com
Key Responsibilities:
- Prioritizes workload involving multiple large projects/timelines. Such projects may include coordinating or leading the implementation of new and/or revised software applications/databases including interfacing with vendors, ensuring user training, etc. with minimal guidance.
- Leads the planning, logistics, and scheduling for CMC Regulatory Affairs Leadership Team meetings and any other similar leadership meeting needs
- Leads, coordinates travel/ trips; and prepares/ submits travel Concur reports for VP Head of CMCRA
- Leads in coordinating space, offices for CMCRA at Foster City Campus
- Arranges for needed resources in order to meet timelines.
- Uses advanced level software programs such as Excel, ChemDraw, Filemaker Pro, Access and PowerPoint to create graphs, charts, spreadsheets, and LCD presentations.
- Under manager’s direction, creates draft reports, documents, presentations and templates using raw data. May gather data using internet searches.
- Understands the goals and objectives of the entire department and contributes to the attainment of those G&O's.
- Keeps the bigger picture in mind and influences workflows accordingly.
- Responsible for coordinating large events which includes the planning, organizing and implementation of a number of event activities.
- Liaises with guests and speakers to assess needs and coordinates, as needed, such activities as travel, hotel, expense reports and tools and materials for presentations.
- Typically, coordinates the preparation of annual budget, reviews monthly budget, reviews and researches variances.
- May coordinate group lease cars requirements and activities (at International Locations).
- May screen and prioritize manager’s mail and email; and manage managers calendar’s (including Pharmaceutical Development & Manufacturing Leadership Team, CMC Regulatory Affairs Leadership Team OOO calendars)
- Assists in the orientation of new administrative assistants and other staff.
- Ongoing, acts as a resource to other administrative assistants and is cross-trained to cover for another administrative assistant if he/she is out of the office for an extended period of time
Knowledge, Skills And Abilities:
- Demonstrated effective verbal, written, and interpersonal skills
- Proven knowledge and understanding of administrative and office policies and procedures
- Advanced knowledge and experience using a number of office software.
- Must possess good proofreading and editing skills of technical documents
- Works under minimal supervision; proactive and anticipates future department needs and prepares accordingly
- Excellent verbal and written skills with strong attention to detail
- Ability to juggle multiple priorities and manage complicated calendars across multiple executives and external personnel
- Successful experience in fast-paced, high growth environment
- Must have excellent customer-service orientation, high degree of professionalism, and be a strong team player
- Must be able to prioritize and manage multiple projects simultaneously
- Ability to build strong relationships with co-workers of various backgrounds and expertise
- Ability to function at a high level in a team setting whether leading the group or acting as an individual contributor
- Exceptional professionalism and ability to handle confidential materials
- Ability to manage multiple projects simultaneously and possess outstanding organizational skills