Administrative Coordinator from Complete Staffing

Basic Qualifications: Proficiency in Microsoft Excel, Word, PowerPoint, Visio, and MS Teams
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Fluency in English, both oral and written
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Strong attention to detail in day-to-day tasks
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Experience in administrative coordination within the pharmaceutical/biotech industry
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Bachelor’s Degree or equivalent experience
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Ability to handle confidential information with integrity and discretion
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Demonstrated leadership and collaboration skills within the team
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Proactive approach, comfort with responding to changing priorities
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Ability to work independently with minimal supervision
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Excellent time management and organizational abilities
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Strong interpersonal and communication skills, both internally and externally
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Familiarity with development, project management, and commercial teams’ functions

Key Responsibilities: Team Support: Schedule high-level meetings and workshops
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Process expense reports, compose correspondence, and format documents as needed
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Collaborate with Admin Coordinators within the Development Operations team and across Gilead to ensure cohesive support
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Provide logistical support for departmental meetings and events
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Assist in organizing team events and special projects
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Day-to-Day Management: Manage calendar for Vice President of Development Operations
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Maintain confidentiality and sensitivity in handling documents and information
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Process accounting requests, including purchase orders, vendor setups, and invoice processing
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Track budgets, invoices, and reconcile financial data in collaboration with finance
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Ensure adherence to compliance standards and company policies in all administrative tasks
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Prioritize workload involving multiple large projects/timelines
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Meeting Planning and Coordination: Assist in meeting logistics, including room reservations, technology setup, and catering arrangements
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Maintain internal portals and documentation related to meetings and projects
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Coordinate large events which includes the planning, organizing and implementation of a number of event activities
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Additional Department Support: Understand the goals and objectives of the entire department and contributes to the attainment of those G&O’s
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Keeps the bigger picture in mind and influences workflows accordingly
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Anticipate and successfully arranges for needed resources in order to meet timelines
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Provide support with team onboarding processes, including preparing necessary documentation and coordinating orientation sessions
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Act as a point of contact for administrative inquiries and support across the department
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Interfaces with senior level external parties to provide information and answer queries
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Participate in administrative continuous improvement activities to streamline processes and enhance efficiency
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Serve as a subject matter expert on essential IS/IT administrative systems, including meeting technology and SharePoint Online
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Collaborate with other administrative colleagues to advise on best practices and simplify administrative tasks
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Schedule candidate interviews and arrange hotel and travel accommodations ensuring a positive candidate experience in partnership with Talent Acquisition May coordinate the preparation of annual budget, reviews monthly budget, reviews, and research variances
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Under manager’s direction, creates draft reports, documents, presentations, and templates using raw data
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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