Administration Coordinator

Gilead Sciences; London; On-site; GBP 30,000 - 45,000; Full time

Job summary

A leading company in biopharmaceuticals is seeking an experienced Administration Coordinator for their UK & Ireland Affiliate. The role involves providing administrative leadership, enhancing team engagement, and supporting senior executives. Ideal candidates will demonstrate strong judgment, communication skills, and a collaborative spirit, contributing to a dynamic work environment.

Qualifications

• Strong track record of partnering with senior executives.
• Ability to prioritize effectively in ambiguous situations.
• Professional verbal, written, and interpersonal communication skills.

Responsibilities

• Lead the administrative team and coordinate workload.
• Drive continuous improvement in processes.
• Participate in recruitment and mentoring of administrative talent.

Skills

Multi-tasking

Judgment

Business Acumen

Collaboration

Communication

Education

Degree or Tertiary qualification

Job description

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 fulfill their aspirations. Join Gilead and help create possible, together.

Job Description

We are seeking an experienced Administration Coordinator for the UK & Ireland (UK&I) Affiliate of Gilead Sciences. This individual will act as a partner for the UK&I General Manager and UK&I Leadership Team and will provide administrative leadership and support to a large, highly matrixed organization.

The incumbent will report to the VP, General Manager, UK&I and will be based in Holborn (London, UK).

Job Responsibilities

• Serves as indirect leader of the UK&I administrative team, fulfilling many or all of the following:
• Assists in overall resource allocation of administrative support for function/geography, helping to coordinate back-up coverage and distribution of workload
• Drives continuous improvement within an administrative team with the adoption of new approaches and processes
• Chairs a regular administrative team meeting to keep the group informed of business issues, address needs and opportunities, and ensure continued alignment
• Plays a lead role in team building and engagement across the administrative group within a function/geography
• Participates in the recruitment of new administrative talent, serving as a key stakeholder in the interview and selection process
• Actively mentors and coaches other administrative talent within function/geography as part of their performance and ongoing development
• Serves as principal point person in coordination with leaders and administrative team on broader organizational management and business processes across function/geography, including town hall meetings, communications, and project coordination
• Assumes key role in onboarding and integration of new UK&I leadership team members
• Leads the coordination of meeting and travel arrangements across multiple functions, geographies, and organizations
• Serves as a partner and key stakeholder for the function/geography/site with cross-functional stakeholders, including Finance, Human Resources, Legal, Public Affairs, and other senior administrative professional staff; including site activities and local engagement.

Experience Required:

• A Degree or Tertiary qualification is preferred but not essential
• Possesses the ability to multi-task activities with significant business impact and prioritize effectively with minimal direction in the face of ambiguity
• Demonstrates strong judgment in appropriately dealing with sensitive and confidential information
• Effectively organizes team resources around top priorities and influences to get things done
• Strong business acumen and demonstration of business knowledge
• Anticipates business needs and identifies focus areas in support of business objectives
• Exercises discretion to make decisions on behalf of the leader/organization on areas of influence
• Acts as a team player that collaborates and networks both within and outside of specific site/function/geography
• Engages as a peer within the UK&I Leadership Team and senior administrative groups

Additional Qualifications

Strong track record of serving as a partner for senior executives

Strong collaboration, accountability, and communication skills, including track record for coaching and mentoring colleagues while ensuring an inclusive work environment

Ability to exercise judgment and independently determine and take appropriate action

Excellent active listening skills that encourage employee trust

Professional and effective verbal, written, and interpersonal communication skills

Role model for Gilead core values and behaviors

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 law). Gilead also prohibits discrimination based on any other characteristics protected by applicable laws.

Please apply via the Internal Career Opportunities portal in Workday if you are a current Gilead employee or contractor.