{"id":3894899,"url":"https://alion.io/job/gilead-sciences-administrative-coordinator-3","title":"Administrative Coordinator","company":{"id":8130,"name":"Gilead Sciences","domain":"gilead.com","url":"https://alion.io/company/gilead","size_band":"5000+","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Workday","truth_index":{"grade":"A","score":92,"open_postings":16,"ghost_share":0,"stale_share":0.25,"repost_share":0.125,"time_to_fill_p50_days":41,"computed_at":"2026-11-07T05:47:08Z"}},"role":"Administrative","role_family":"Administrative","seniority":"middle","employment_type":"full_time","work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Foster City, United States"],"countries":["US"],"hiring_countries":[],"hiring_countries_total":0,"salary":{"min":109650,"max":141900,"currency":"USD","period":"year","gross":null,"usd_annual":141900},"salary_estimate":null,"experience_years_min":3,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Copilot","optional":false},{"name":"SharePoint","optional":false},{"name":"GMP","optional":true},{"name":"Outlook","optional":true},{"name":"Power Automate","optional":true},{"name":"Veeva","optional":true}],"status":"live","first_seen_at":"2026-11-06T22:49:58Z","employer_posted_date":"2026-11-06","last_verified_at":"2026-11-08T03:54:55Z","board_verified":true,"closed_at":null,"days_open":1,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":1},"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.\nEvery 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.\nWe 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 fulfil their aspirations. Join Gilead and help create possible, together.\nJob Description\nThe Administrative Coordinator provides administrative and operational support to the Vice President of Foster City Manufacturing and the broader site organization. This role coordinates executive activities, business operations, communications, events, and administrative processes. The Administrative Coordinator uses digital tools, organizational skills, and sound judgment to support efficient workflows and accurate execution in a regulated manufacturing environment.\nThis position is based onsite in Foster City, California.\nAs an Administrative Coordinator, at Gilead you will...\nKey Responsibilities:\nManage calendars, travel, expenses, and key commitments for the Vice President of Foster City Manufacturing.\nCoordinate internal, cross-functional, and external meetings across time zones, including logistics, agendas, materials, and follow-up actions.\nPrepare and edit correspondence, reports, presentations, briefing materials, and other business or technical documents for accuracy and consistency.\nHandle sensitive and confidential information with discretion and professionalism.\nIdentify and implement improvements to administrative processes and workflows that support the Foster City Manufacturing site.\nPerform routine responsibilities independently with minimal supervision and receive direction as needed for non-routine work.\nUse Microsoft Copilot and other digital tools to draft communications, develop internal content, prepare briefings, summarize meetings and email threads, and track follow-up activities.\nVerify AI-generated content for accuracy, tone, and confidentiality in accordance with company AI, data privacy, and records policies.\nIdentify opportunities to apply AI and digital tools to administrative processes and share useful practices with site staff.\nCoordinate onboarding logistics for employees, contractors, and leaders, including workspace, access, equipment, training enrollment, and introductory meetings.\nCoordinate facility visits, tours, inspections, and audits, including logistics, site access, and safety requirements.\nProcess purchase requisitions, purchase orders, invoices, and vendor setup, and track assigned spending against budget.\nMaintain organization charts, distribution lists, Teams and SharePoint sites, and administrative records.\nPartner with the site Strategy and Operations lead to coordinate leadership meetings, governance and escalation meetings, and annual deliverables.\nCoordinate town halls, team-building and recognition events, and executive leadership visits.\nSupport site communications and change initiatives, including announcements and organizational updates.\nGather and reconcile information from multiple sources for reports and trackers and follow action items through resolution.\nServe as a resource and backup for other administrative staff as needed.\nBasic Qualifications:\nHigh School Diploma and 3+ years of relevant experience\nOR\nAssociate Degree and 2+ years of relevant experience.\nPreferred Qualifications:\nAdvanced proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.\nAdvanced proficiency with enterprise expense, procurement, and legal or contract systems.\nDemonstrated integrity, accountability, and ownership.\nStrong organizational and prioritization skills, with the ability to manage multiple assignments, deadlines, and stakeholders with minimal supervision.\nStrong written, verbal, and interpersonal communication skills.\nExperience supporting senior leaders in a collaborative, fast-paced organization.\nExperience working across functions, organizational levels, cultures, and geographic locations.\nKnowledge of administrative and office policies and procedures.\nWorking knowledge of Good Manufacturing Practice principles, including good documentation practices, data integrity, and inspection readiness.\nExperience in pharmaceutical or biotechnology manufacturing and familiarity with industry terminology.\nExperience with controlled-document workflow management tools or systems, such as Veeva Vault.\nExperience with Lean Manufacturing and Continuous Improvement concepts.\nExperience with workflow automation or AI tools, such as Power Automate or Microsoft Copilot agents.\nAbility to adopt new digital tools and demonstrate accountability and consistency in a regulated manufacturing environment.\nThe salary range for this position is: $109,650.00 - $141,900.00. Gilead considers a variety of factors when determining base compensation, including experience, qualifications, and geographic location. These considerations mean actual compensation will vary. This position may also be eligible for a discretionary annual bonus, discretionary stock-based long-term incentives (eligibility may vary based on role), paid time off, and a benefits package. Benefits include company-sponsored medical, dental, vision, and life insurance plans*.For additional benefits information, visit:\nhttps://www.gilead.com/careers/compensation-benefits-and-wellbeing\n* Eligible employees may participate in benefit plans, subject to the terms and conditions of the applicable plans.\nFor jobs in the United States:\nGilead Sciences Inc. is committed to providing equal employment opportunities to all employees and applicants for employment, and is dedicated to fostering an inclusive work environment comprised of diverse perspectives, backgrounds, and experiences. Employment decisions regarding recruitment and selection will be made without discrimination based on race, color, religion, national origin, sex, age, sexual orientation, physical or mental disability, geneticinformation or characteristic, gender identity and expression, veteran status, or other non-job related characteristics or other prohibited grounds specified in applicable federal, state and local laws. In order to ensure reasonable accommodation for individuals protected by Section 503 of the Rehabilitation Act of 1973, the Vietnam Era Veterans' Readjustment Act of 1974, and Title I of the Americans with Disabilities Act of 1990, applicants who require accommodation in the job application process may contact  for assistance.\nFor more information about equal employment opportunity protections, please view the 'Know Your Rights' poster.\nNOTICE: EMPLOYEE POLYGRAPH PROTECTION ACT\nYOUR RIGHTS UNDER THE FAMILY AND MEDICAL LEAVE ACT\nGilead Sciences will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, (c) consistent with the legal duty to furnish information; or (d) otherwise protected by law.\nOur environment respects individual differences and recognizes each employee as an integral member of our company. Our workforce reflects these values and celebrates the individuals who make up our growing team.\nGilead provides a work environment free of harassment and prohibited conduct. We promote and support individual differences and diversity of thoughts and opinion.\nFor Current Gilead Employees and Contractors:\nPlease apply via the Internal Career Opportunities portal in Workday.","description_format":"text","description_chars":8821,"description_truncated":false,"requirements":{"experience_years_min":3,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":{"level":"high_school","optional":false},"security_clearance":false,"languages":[]},"benefits":["Life insurance"],"hiring_locations":[],"hiring_excludes":[],"relocation_offered":false,"industries":["Prescription Drugs","Oncology Therapeutics","Infectious Disease Therapeutics"],"lifecycle":[{"event":"open","at":"2026-11-06T22:49:58Z"}],"visa":[{"country":"US","licensed_sponsor":true,"adverts_offering_sponsorship_24m":0,"sanctioned_now":false,"evidence":"H-1B filings in 12 months: 200 · green card filings: 92","filings_12m":200,"filings_prev_12m":283,"green_card_filings_12m":92,"median_offered_wage_usd":159075,"route":null,"cap_exempt":false,"checked_at":"2026-11-07T07:57:00+00:00","sources":["US Department of Labor: LCA disclosure data (H-1B, H-1B1, E-3)","US Department of Labor: PERM disclosure data (green cards)"],"filings_for_role_12m":0}],"liveness":{"score":90,"band":"hot","label":"Hiring now","p_open":1,"p_active":0.903,"p_room":1,"age_days":0,"expected_fill_days":41,"reasons":["conf:1","velocity","win:early","comp:brand"],"computed_at":"2026-11-07T05:47:08Z"},"pay":{"stated_usd_annual":141900,"is_top_pay":true},"html_url":"https://alion.io/job/gilead-sciences-administrative-coordinator-3","json_url":"https://alion.io/job/gilead-sciences-administrative-coordinator-3.json","meta":{"generated_at":"2026-11-08T05:34:43Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":12088,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-11-09T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.02,"usd":0.002,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":8130},"rest":"https://alion.io/mcp/rest/get_company?id=8130"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Fgilead-sciences-administrative-coordinator-3"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":1,"usd":0.1},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Fgilead-sciences-administrative-coordinator-3"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.02,"usd":0.002},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Fgilead-sciences-administrative-coordinator-3"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/gilead-sciences-administrative-coordinator-3\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Fgilead-sciences-administrative-coordinator-3"}],"agent":{"mcp":"https://alion.io/mcp/jobs","mcp_open":"https://alion.io/mcp/open","next":[{"tool":"get_job","arguments":{"id":3894899}},{"tool":"search_jobs","arguments":{"company":"gilead.com","detail":"compact"}},{"tool":"match_people","arguments":{"job_id":3894899},"note":"people open to offers who fit this vacancy"}],"note":"The same data through MCP tools: https://alion.io/mcp/open needs no sign-in (compact searches, postings, people); https://alion.io/mcp with an Alion account has everything. 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