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. Join Gilead and help create possible, together.

Job Description

We are seeking an Admin Coordinator, supporting the HIV commercial team.

The Company

Gilead Sciences is a research-based biopharmaceutical company that discovers, develops and commercializes innovative medicines in areas of unmet medical need. Gilead strives to transform and simplify care for people with life-threatening illnesses around the world. Gilead’s therapeutic areas of focus include HIV, liver diseases and oncology.

The Position

Reporting to the Business Unit Director for the HIV franchise, the Admin Coordinator collaborates closely with the Senior Product Manager, the Associate Director Marketing Operations and Sales Representatives, as well as with other cross functional team members (depending on the projects). The focus will be on support the team with all administrative matters to enable project realization. This role will require a high level of accountability, integrity and the ability to be an excellent team player

Employment

Full-time

Specific responsibilities

• Coordinate and manage the process of purchase order creations, tracking and receipting invoice, including tracking of the respective OPEX budget

• Support the processing and management of various sponsoring activities and events, including entering the event in the Activity Management Tool, creating contracts, following-up to collect the evidence and process the invoices

• Coordinates various national and international congresses which includes the planning, organization and implementation of all related activities (e.g. Hotels, travel, registrations etc.). Liaises with guests to assess needs and coordinate as needed

• Coordinates the logistics for local team meetings

• Support the Product Manager in the creation of various materials

• Support the field team in case of administrative questions

• Handles general customer inquiries and interacts with vendors

• Participates in team meetings, BU team as well as Swiss team meetings

• Acts as a resource to other administrative coordinators and is cross trained to back-up during absences to ensure smooth support to Business Units

Knowledge, Experience and Skills

• Proven administration experience within a dynamic and fast paced international organization

• Excellent verbal, written, and interpersonal skills in interaction with all levels of seniority internally and externally are required

• Proven experience in project management

• Fluent in English and German (both oral/written). French would be an asset

• Ability to communicate effectively, clearly and in a convincing way.

• Ability to prioritize with a sense of urgency to ensure successful project execution

• Experience with data management systems and MS Office

Behaviors:

• Ability to engage and manage multiple stakeholders to achieve objectives

• Process oriented and organized with systematic approach to prioritization

• Takes full ownership for ones work and proactively get things done

• Demonstrates ability to think autonomously and takes action when necessary

• Shows ability to identify a problem and see the possibilities how it can be solved

• Resilient under pressure

Gilead core values

• Integrity (doing what’s right)

• Teamwork (working together)

• Excellence (being your best)

• Accountability (taking personal responsibility)

• Inclusion (include diverse culture to be more successful)

As an equal opportunity employer, Gilead Sciences Inc. is committed to a diverse workforce. Employment decisions regarding recruitment and selection will be made without discrimination based on race, color, religion, national origin, gender, 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. In order to ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Era Veterans' Readjustment Act of 1974, and Title I of the Americans with Disabilities Act of 1990, applicants who require accommodation in the job application process may contact Write an email for assistance.

For more information about equal employment opportunity protections, please view the ‘Know Your Rights’ poster.

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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.

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