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

Job Description

Gilead Sciences is a research-based biopharmaceutical company that discovers, develops, and commercialises innovative medicines in areas of unmet medical need. Our heritage of science and innovation and the curiosity and passion of everyone who works here has enabled us to provide medicines that help transform standards of care for more than 30 years. Gilead’s therapeutic areas of focus include liver diseases, infectious diseases, inflammatory diseases and cancer. Gilead’s partnership with Kite Pharma is an exciting move forward into new and truly innovative therapy.

The Administrative Assistant provides executive, operational and project support to the ANZ General Manager and Leadership Team. This role ensures the smooth coordination of business priorities through executive administration, team leadership support, event management, stakeholder engagement, and operational project coordination.

Key responsibilities
Executive Support:

• Manage the General Manager's calendar, travel, expenses, and key business commitments.

• Coordinate meetings, prepare briefing materials. and support follow-up actions.

• Handle sensitive information with discretion and professionalism.

• Support the GM with creating draft reports, documents, and presentations.

Leadership Team & Business Operations:

• Coordinate Leadership Team meetings, including preparing agendas, taking meeting minutes, and coordinating action distribution.

• Coordinates the preparation of annual budget, reviews monthly budget, reviews and research variances, supports business planning, reporting, and operational priorities.

• Understands the goals and objectives of the affiliate and contributes to the attainment of those goals. Keeps the bigger picture in mind and influences workflows accordingly.

• Maintain key administrative processes, records and distribution lists.

• Works as part of the team coordinator group, including helping to support other colleagues if there are periods of extended absence within the group.

• Assists in the orientation of new Leadership team members as needed.

Project & Event Coordination:

• Lead and coordinate affiliate-wide meetings, events and leadership activities which include planning, organizing and implementation, liaising with guests and speakers, coordinating travel, hotel, expense reports, and materials for presentations.

• Support above country executive visits, town halls, and other strategic business initiatives.

• Manage logistics and work closely with internal and external stakeholders to deliver successful outcomes.

• Ad Hoc project management and support of other functional leaders as required.

• May assist with facilities space planning or office set-up for affiliate meetings.

Experience and capability

• Experience supporting senior executives in a complex corporate environment.

• Strong organizational, coordination, and project management skills.

• Ability to work independently, manage competing priorities and deliver high-quality outcomes, with minimal supervision.

• High level of professionalism, initiative and confidentiality.

• Possesses the initiative to take on tasks out of the scope of the position.

• Excellent communication and stakeholder management capabilities Proven ability to work independently to find solutions.

• Provide exceptional level of confidentiality.

• Experience in a pharmaceutical, biotechnology or multinational organization is preferred.

• Requires a minimum of a high school diploma

For Current Gilead Employees and Contractors:

Please apply via the Internal Career Opportunities portal in Workday.