Administrative Assistant will report to a department or group of managers. Primary responsibilities include a mixture of administrative, contract management, process support, and project support duties, including, but not limited to, the following:
Provides administrative and clerical support to two managers, a department and/or group of managers. May spend a significant amount of time coordinating functional administrative activities which support clinical development.
Organizes and schedules meetings (including web conferences/teleconferences, which may include both on-campus and off-campus). Manage team schedules and extra-department meetings in MS Outlook. Additional experience with web conferencing (such as Zoom and Webex) highly beneficial. If required, works with corporate catering services (or others) to arrange meeting refreshments. Liaises with other administrative personnel internal to the company to arrange executive meetings, agendas, and room set up as required.
May prepare, format, proof and edit various documents in MS Office, such as Excel, Word, and Powerpoint. Experience with other Windows and Office tools, such as Access, Visio, is beneficial but not required.
Provides administrative and clerical support to the department's interview process, which includes creating and distributing agendas, collecting assessment forms, and scheduling and making travel arrangements. This individual will also meet and escort candidates across campus, as needed.
May be required to work with external vendor executives and administrative support to schedule, arrange, and organize meetings. May be required to meet and escort vendor executives for key on-site meetings, as necessary.
May support the Confidentiality Disclosure Agreements (CDA) process by interacting with external vendors and takes responsibility for the negotiation, execution, tracking and archiving of CDAs.
May support the electronic signature process of all departmental agreements.
May support travel arrangements for the manager (or group of managers), as well as team members as necessary. Familiarity with online booking systems (such as Concur) helpful.
Organizes manages and maintains department files, processes and tracks payment of invoices, orders and monitors office supplies and IT equipment.
Supports purchasing of any approved materials or equipment for supported teams as necessary. Manages purchase orders on Gilead internal systems and special projects as necessary.
Provides business operations and basic project management support (such as helping to organize meeting minutes, action items and project deliverables) if required, to the various teams supported.
Tracks and verifies data using a variety of software to conduct data entry and sorting of information. May track department budget as directed by the immediate manager(s). May support the compiling and organization of data for departmental reporting as needed.
Liaises with external organizations as needed to coordinate activities which are important to the function of the department.
3+ years of administrative and/or project support experience.
Candidates must have the ability and comfort level to work in a fast-paced environment with changing priorities supporting daily deliverables across the campus as needed.
Strong interpersonal skills to engage with all levels of employees internal to the function and externally, including high level internal and external (vendor) executives, in addition to normal day-to-day team support.
Must have close attention to detail and manage multiple deliverables simultaneously.
Intermediate to advanced knowledge and experience using different office software such as Outlook, Excel, PowerPoint, Word, Access, etc. Familiarity with other common business software/systems (Concur, Zoom, Webex, Sharepoint) a plus.
Experience with information collection and sharing, or collaborative document authoring, such as Sharepoint desirable.
Requires knowledge and understanding of administrative and office policies and procedures.
Be able to refer to specific and detailed procedures and instructions.
Typically works under limited supervision and may receive general direction on new lines of work or special assignments.
Basic knowledge or familiarity with the biotech / pharmaceutical industry a plus.
Ability to take initiative, think proactively, and problem solve.
Exceptional professionalism and ability to handle confidential materials.
Excellent verbal and written communication skills.
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