Administrative Coordinator

**For Current Gilead Employees and Contractors:** Please log onto your Internal Career Site at to apply for this job. **Job Description** Admin Coordinator 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 millions 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. This Admin Coordinator role is reporting to the Senior Vice President, Intercontinental Region. Intercontinental is a diverse region including: Asia 5 (Hong Kong, Malaysia, South Korea, Singapore, Taiwan), Latin America, Middle East, and Russia. It's ~$750M in revenue and 170 employees. Job duties include: + Manage SVP's calendar and daily agenda. Includes coordination of calendar across ICR and corporate stakeholders, proactively addressing agenda conflicts, ensuring technical feasibility of key meetings (time zones, meeting rooms, technology, time buffers). + Manage SVP outlook inbox. Scan and filter emails, proactively identify & manage items that do not require SVP involvement. + Process expenses for SVPs on a timely monthly basis. + Manage SVP travel and forward-looking management of multiple complex diaries as importance basis. + Pro-active update and communication to team members. + Align own activities to department goals, understand the regions' G&Os and derive implications for own remit + Manage org charts, distribution lists and contacts list. Identify and add new internal and external contacts details to enable effective communication and avoid inefficiencies. + Manage shared filing system and timely communication to relevant colleagues. Develop well-structured and up to date share-drive system, access rights according to regions' governance structure. + Manage meetings logistics both F2F and virtual meetings with arrange meeting rooms / venues / remote set up. Organize and ensure delivery of technical equipment, hospitality and other resources. Timely communication to participants, incl. presenting relevant details reliably in outlook. + Manage meetings' content preparation & follow-up with foresight track and build meeting agendas and communicate to participants. Organize, collect and prepare pre-work requirements and manage timelines / milestones for preparation. Write meeting minutes, action item lists and communicate it to participants. Follow-up and manage list of pending / completed action items. + Support LE and country visit presentations, corporate narrative, regional state of business. Create & design presentations based on the briefing by SVP incl. inputs from other colleagues. Develop from draft versions to professional format/lay out and update earlier versions with new data and current topics + Manage suppliers including supplier set-up; purchase order creation, tracking and invoicing and reconciliation (P-Card) + May manage or participate in more complex and larger projects on affiliate and regional level. + Substitution partnership with other admin to cover for each other in case of absence for extended period of time Knowledge, Experience and Skills: + Higher education is highly preferred + Experience in working across geographies, time zones, complex and fast-paced environment + Experience in creating a strong network of stakeholders to ensure appropriate coordination within the unit and across corporate functions + Proven administration experience within a fast-paced International organization supporting Senior Level Management. + Professional demeanor with a deep commitment to producing high quality work. + Strong prioritization skills and well organized and structured demeanor. + Excellent verbal and written communication skills. + Strong interpersonal skills and ability to work with diverse cultures and teams. + Strong knowledge and experience using a number of office software such as Excel, PowerPoint, Word, Access, etc. + Strong understanding and ability to work with remote communication tools: VC/TC, Zoom. + Requires knowledge and understanding of administrative and office policies and procedures. Behaviours + Resilient profile with the ability to deliver in an ambiguous environment + Highly organized, proactive, accountable + Strong networker, with ability to en