Sr. Admin Assistant

Company:	Gilead Sciences, Inc. Company Profile \| Current Opportunities (83)
Job Location(s):	Foster City
Employment Term:	Regular
Employment Type	Full Time
Start Date:	As soon as possible
Starting Salary Range:	Not Provided
Required Experience:	Open
Related Categories:	Admin - Secretarial and Office Mgmt, Admin - Receptionist/Clerical, Admin - Data Entry/Billing

Position Description

Job Posting Title:	Sr. Admin Assistant
Requisition Number:	3643
Country:	US
State:	California
Job Location:	Foster City
Functional Area:	GENERAL & ADMINISTRATIVE
Position Type:	Regular
Full-Time / Part-Time:	Full-Time
Shift:	Days
Specific Responsibilities:	* Provides administrative support to Director, Medical Sciences * Under the direction of the manager and his/her direct reports, creates draft reports, documents, presentations and templates using raw data. May gather data using internet searches. * Responsible for planning, organizing and implementation of multiple large events and projects. Such events and projects may include coordinating or leading the implementation of team meetings, MS initiated programs, new and/or revised software applications/databases and other projects and would include interfacing with vendors, etc. with minimal guidance. Occasionally this may require traveling out of state to support team meetings. * Understands the goals and objectives of the entire department and contributes to the attainment of those G&O's. Coordinates and participates when needed in Field Director meetings. * Assists and acts as a resource for managers direct reports (i.e. Field Directors) for the CV, CP, and MCGA Medical Scientist teams and limited support for their field teams as well (i.e. Medical Scientists) * Uses advanced level software programs such as Excel, Access and PowerPoint to create graphs, charts, spreadsheets, and LCD presentations. * Liaises with guests and speakers to assess needs and coordinates, as needed, such activities as travel, hotel, expense reports, contracts and tools and materials for presentations. * Typically, coordinates the preparation of annual budget, reviews monthly budget, reviews and researches variances. Coordinates budget discussion meetings with manager and direct reports. * May assist with facilities space planning or office set-up. As well as assist with field team professionals field office set up support. * May screen and prioritize manager’s mail and email. * Assists in the orientation of new administrative assistants and other staff. * 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.
Essential Duties and Job Functions:	Provides administrative and clerical support to an individual manager, department or group of managers. May spend significant amount of time coordinating functional administrative activities which support clinical trials, medical information, sales etc. In addition to the Administrative Assistant responsibilities 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. Organizes and schedules extra-department meetings. Ensures computer equipment, and all new hire materials are arranged for the person’s first day at Gilead. Tracks and verifies data using a variety of software to conduct data entry and sorting of information. May track department budget as directed by immediate manager. Conducts internet searches as directed. Creates or may assist in the creation of presentation materials and drafts technical documents as needed. Manipulates Excel spreadsheets into different sorts and formats and works with Word, Power Point documents as directed by immediate manager. Gathers, collects, records, tracks and verifies relatively complex data and information from multiple sources. Liaises with external agencies or organizations to coordinate activities which are important to the function of the department.
Knowledge, Experience and Skills:	* Requires a minimum of a high school diploma plus 3-5+ years administrative experience. Bachelor’s degree highly preferred. * Excellent verbal, written, interpersonal, and project management skills are required. * Prioritizes workload and ability to work with multiple competing priorities * Good problem solving skills. * Requires knowledge and understanding of administrative and office policies and procedures. * Must possess good proofreading and editing skills of technical documents. * Has the ability to review the work of lower level administrative assistants. * Advanced knowledge and experience using a number of office software. * Works under minimal supervision, in a fast passed professional team environment. * Receives occasional direction from manager to perform non-routine job responsibilities and duties.