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Administrative Coordinator
Posted on 10/29/2022
San Carlos, CA, USA
Experience Level
Desired Skills
  • Demonstrated effective verbal, written, and interpersonal skills
  • Strong attention to detail and highly organized
  • High level of integrity and confidentiality with sensitive information
  • Proven knowledge and understanding of administrative and office policies and procedures
  • Must possess good proofreading and editing skills of technical documents
  • Ability to review the work of lower level administrative assistants
  • Demonstrated high level of proficiency with MS Office Suite, Outlook, Word, PowerPoint and Excel
  • Works under minimal supervision; proactive and anticipates future department needs and prepares accordingly
  • Requires a minimum of a high school diploma plus 3+ years senior administrative experience supporting executive(s)
  • Associates Degree or higher preferred
  • Perform a wide variety of activities including handling complex projects/events requiring the gathering, reviewing, and analysis of data impacting a major portion of the organization
  • Serve as a resource for data and information to the department
  • Recommend, interpret, and/or implement company and internal administrative policies and procedures
  • Serve as an Administrative Coordinator in the department and coaches/guides/advises other administrative professionals
  • Interfaces with senior level external parties to provide information and answer queries
  • Interfaces with a very broad range of internal management and staff in the course of meeting a wide range of administrative needs
  • Attend meetings and accurately takes minutes, capturing the essence of the discussion and notes actions items for follow-up
  • Perform routine activities such as word processing, answering calls, creating PowerPoint presentations, and assembling reports
  • May design/revise processes to enhance workflow, which includes the use of software to generate reports, statistics, timelines, correspondence and presentations
  • Prioritize 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
  • Schedule candidate interviews and arrange hotel and travel accommodations ensuring a positive candidate experience in partnership with Talent Acquisition
  • Anticipate and successfully arranges for needed resources in order to meet timelines
  • Use advanced level software programs such as MS Outlook, Excel, and PowerPoint to create graphs, charts, spreadsheets, and presentations
  • Under manager's direction, creates draft reports, documents, presentations and templates using raw data
  • Understand 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
  • Coordinate large events which includes the planning, organizing and implementation of a number of event activities
  • Liaise with guests and speakers to assess needs and coordinates, as needed, such activities as travel, hotel, expense reports and tools and materials for presentations
  • May coordinate the preparation of annual budget, reviews monthly budget, reviews and researches variances
  • May coordinate group lease cars requirements and activities (at International Locations)
  • Assist with facilities space planning or office set-up. May screen and prioritize manager's mail and email
  • Assist in the orientation and onboarding 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
Gilead Sciences

10,001+ employees

Critical disease biopharmaceutical development
Company Overview
Gilead’s mission is to discover, develop and deliver innovative therapeutics for people with life-threatening diseases. The company is committed to creating a healthier world for everyone through their research, development of forward medicines, and clinical trials.
  • Paid family time off and paid parental time off
  • Generous 401(k) contribution matching
  • Comprehensive medical plans that cover both physical and mental healthcare
  • Global Wellbeing Reimbursement
  • Time Off
  • Global Volunteer Day
  • Giving Together Program
  • Employee Support Programs
  • Flexible Work Options
Company Core Values
  • Integrity: Doing What’s Right
  • Inclusion: Encouraging Diversity
  • Teamwork: Working Together
  • Accountability: Taking Personal Responsibility
  • Excellence: Being Your Best