Administrative Coordinator (m/f/d) Tubulis ADC Innovation Center (Martinsried, Germany)

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

Administrative Coordinator (m/f/d) Tubulis ADC Innovation Center (Martinsried, Germany)

Location: TubulisADC Innovation Center (Martinsried, Germany)
Reports to: Vice President of Research and Head of the Tubulis ADC Innovation Center

Key Responsibilities

Executive and Administrative Support

• Proactively manage calendars, travel, expenses, and key commitments for the Vice President of Research and provide administrative support to designated site leaders.
• Organize and schedule internal, cross-functional, and external meetings across time zones, including coordination of logistics, agendas, materials, and follow-up actions.
• Prepare correspondence, reports, presentations, briefing materials, and other business or technical documents; proofread and edit content for accuracy and consistency.
• Handle sensitive and confidential information with discretion and professionalism.

Site and Business Operations

• Coordinate administrative activities that affect the site and department, supporting the implementation of broader company initiatives and changes involving information technology, office tools, workplace processes, and space management.
• Support site onboarding and orientation activities for new employees and leaders, including workspace, access, equipment, and introductory meetings.
• Coordinate office supplies, equipment, facilities requests, visitor arrangements, and other activities that enable effective day-to-day site operations.
• Maintain administrative processes, records, distribution lists, shared resources, and documentation in accordance with company requirements.

Information, Project, and Event Coordination

• Gather, collect, record, track, reconcile, and verify complex data and information from multiple sources; identify discrepancies and follow through to resolution.
• Plan and coordinate site meetings, scientific or business events, leadership activities, and external visits, including venues, travel, speakers, materials, catering, and related logistics.
• Support budget administration, purchase orders, invoices, expense processing, vendor coordination, and routine tracking or research of variances, as assigned.
• Contribute to the goals and priorities of the site and Research organization by anticipating needs, improving workflows, and keeping the broader business context in view.

Knowledge, Skills, and Capabilities

• Excellent organizational and prioritization skills, with the ability to manage multiple assignments, deadlines, and stakeholders with minimal supervision.
• Experience working effectively supporting senior leaders and across functions, levels, cultures, and geographic locations in a collaborative, fast-paced environment.
• Strong written, verbal, and interpersonal communication skills; German and English language proficiency is required.
• Sound judgment, initiative, attention to detail, and a consistent commitment to confidentiality.
• Strong proofreading and editing skills, including the ability to work with technical or scientific documents and presentation materials.
• Advanced proficiency with Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, and Teams; experience with enterprise systems for expenses, procurement, or document management is desirable.
• Demonstrated ability to identify practical solutions, improve administrative processes, and follow issues through to completion.

• Typically requires at least three years of relevant administrative, coordination, or office operations experience in a complex organization.
• Experience in a biotechnology, pharmaceutical, scientific research, or other international environment is preferred.

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.