Administrative Coordinator

For Current Gilead Employees and Contractors: Please log onto your Internal Career Site 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. Join Gilead and help create possible, together. **Job Description**: We are seeking an Admin Coordinator, supporting the HIV commercial team. The Company Gilead Sciences is a research-based biopharmaceutical company that discovers, develops and commercializes innovative medicines in areas of unmet medical need. Gilead strives to transform and simplify care for people with life-threatening illnesses around the world. Gilead’s therapeutic areas of focus include HIV, liver diseases and oncology. The Position Reporting to the Business Unit Director for the HIV franchise, the Admin Coordinator collaborates closely with the Senior Product Manager, the Associate Director Marketing Operations and Sales Representatives, as well as with other cross functional team members (depending on the projects). The focus will be on support the team with all administrative matters to enable project realization. This role will require a high level of accountability, integrity and the ability to be an excellent team player Employment Full-time Specific responsibilities- Coordinate and manage the process of purchase order creations, tracking and receipting invoice, including tracking of the respective OPEX budget- Support the processing and management of various sponsoring activities and events, including entering the event in the Activity Management Tool, creating contracts, following-up to collect the evidence and process the invoices- Coordinates various national and international congresses which includes the planning, organization and implementation of all related activities (e.g. Hotels, travel, registrations etc.). Liaises with guests to assess needs and coordinate as needed- Coordinates the logistics for local team meetings- Support the Product Manager in the creation of various materials- Support the field team in case of administrative questions- Handles general customer inquiries and interacts with vendors- Participates in team meetings, BU team as well as Swiss team meetings- Acts as a resource to other administrative coordinators and is cross trained to back-up during absences to ensure smooth support to Business Units Knowledge, Experience and Skills- Proven administration experience within a dynamic and fast paced international organization- Excellent verbal, written, and interpersonal skills in interaction with all levels of seniority internally and externally are required- Proven experience in project management- Fluent in English and German (both oral/written). French would be an asset- Ability to communicate effectively, clearly and in a convincing way.- Ability to prioritize with a sense of urgency to ensure successful project execution- Experience with data management systems and MS Office Behaviors: - Ability to engage and manage multiple stakeholders to achieve objectives- Process oriented and organized with systematic approach to prioritization- Takes full ownership for ones work and proactively get things done- Demonstrates ability to think autonomously and takes action when necessary- Shows ability to identify a problem and see the possibilities how it can be solved- Resilient under pressure Gilead core values- Integrity (doing what’s right)- Teamwork (working together)- Excellence (being your best)- Accountability (taking personal responsibility)- Inclusion (include diverse culture to be more successful) 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,