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Administrative Assistant

Company: Gilead Sciences, Inc.
Location: Raleigh
Posted on: June 12, 2021

Job Description:

Gilead Sciences is continuing to hire for all open roles. Our interview process may be conducted virtually and some roles will be asked to temporarily work from home. Over the coming weeks and months, we will be implementing a phased approach to bringing employees back to site to ensure the health and safety of our teams.

**For Current Gilead Employees and Contractors:**

Please log onto your Internal Career Site (https://www.myworkday.com/gilead/d/inst/13102!CK5mGhIKBggDEMenAhIICgYI1A0QtgI~/cacheable-task/2997$2151.htmld#backheader=true) to apply for this job.

**Job Description**

Gilead Sciences, Inc. is a biopharmaceutical company that has pursued and achieved breakthroughs in medicine for more than three decades, with the goal of creating a healthier world for all people. The company is committed to pursuing scientific invention to prevent and treat life-threatening diseases, including HIV, viral hepatitis and cancer. Gilead has operations in more than 35 countries worldwide, with headquarters in Foster City, California.

You will be part of a team that is helping millions of people live healthier, more fulfilling lives. We are a close community where every individual matters and everyone has a chance to enhance their skills through ongoing development. Inclusion is one of our core values, which means we are creating and fostering a work environment where our differences are valued, and everyone feels respected and empowered to bring their authentic selves to work. By joining Gilead, you will further our mission to discover, develop and deliver innovative therapeutics for people with life-threatening diseases.

The Gilead Business Services center in Raleigh's Research Triangle region will be home to some of the company's critical shared service teams in North America, including Information Technology, Global Financial Solutions, HR Operations and Procurement Services Desk. These functions provide the necessary support to ensure Gilead's business runs effectively and efficiently. The center will also be a catalyst for standardization of processes, digital transformation and technology optimization.

**Specific Responsibilities & Skills**

Gilead IT is seeking an Executive Administrative Assistant to provide on-site support for employees in our Raleigh, NC office as well as on site executive assistance to Gilead's CIO. Gilead is in the process of standing up a new presence in Raleigh, and this role will help Gilead in establishing our local office and culture of this new center.

This role will join a dynamic and fast-paced organization. The preferred candidate will possess exceptional administrative and organizational skills as well as demonstrate strong written and verbal communication skills. Strong interpersonal skills are required as this position interacts with all levels of employees and administrative assistants across functions.

**Essential Duties and Job Functions**

+ Organize and schedule meetings and appointments

+ Plan and book travel arrangements, complete travel agendas related to lodging, ground transportation, meetings/locations/restaurants

+ Help plan and coordinate IT-wide quarterly meetings and events, including managing event planning and negotiating vendor contacts as necessary

+ Submit and reconcile expense reports

+ Assist with onboarding new employees and answering questions

+ Manage IT organization seating chart in the Raleigh office

+ Maintain contact lists, distribution lists, and organization charts

+ Manage occasional ordering, including office supplies, gifts and promotional products

+ Coordinate different types of activities and deliverables within tight deadlines and across multiple stakeholder groups

+ Manage the office holiday party and other events

+ Create a collaborative partnership among executive leaders and portfolio

+ Plan and manage local employee engagement for the organization including volunteer activities, local engagement, recognition

+ Maintain strong relationships with IT Leadership Team and other admins

+ Assist with setting up local face-to-face meetings

+ Support sending communications to the organization

+ Onboard senior level new hires and consultants to include purchasing of computer equipment, assigning office spaces, and ensuring required training is completed.

+ Process purchase orders

+ Assist in processing I9s in the office

+ Handle sensitive information in a confidential manner

**Basic Qualifications**

+ High School and Four Year's Experience OR Associate Degree and Three Year's Experience OR Bachelors Degree

**Preferred Qualifications**

+ Familiarity with Workday and Ariba a plus

+ Excellent written and verbal communication skills

+ Proven admin or assistant experience

+ Ability to learn systems and procedures

+ Excellent time management skills and ability to multi-task and prioritize work

+ Attention to detail and problem-solving skills

+ Knowledge of Excel, Access, SharePoint, and PowerPoint

**For jobs in the United States:**

As an equal opportunity employer, Gilead Sciences Inc. is committed to a diverse workforce. Employment decisions regarding recruitment and selection will be made without discrimination based on race, color, religion, national origin, gender, age, sexual orientation, physical or mental disability, genetic information 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 careers@gilead.com for assistance.

For more information about equal employment opportunity protections, please view the 'EEO is the Law' (http://www.eeoc.gov/employers/upload/poster_screen_reader_optimized.pdf) poster.

NOTICE: EMPLOYEE POLYGRAPH PROTECTION ACT (http://www.dol.gov/whd/regs/compliance/posters/eppac.pdf)

YOUR RIGHTS UNDER THE FAMILY AND MEDICAL LEAVE ACT

PAY TRANSPARENCY NONDISCRIMINATION PROVISION (https://www.dol.gov/ofccp/pdf/pay-transp_formattedESQA508c.pdf)

Our 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.

Gilead provides a work environment free of harassment and prohibited conduct. We promote and support individual differences and diversity of thoughts and opinion.

**For Current Gilead Employees and Contractors:**

Please log onto your Internal Career Site (https://www.myworkday.com/gilead/d/inst/13102!CK5mGhIKBggDEMenAhIICgYI1A0QtgI~/cacheable-task/2997$2151.htmld#backheader=true) to apply for this job.

Gilead Sciences, Inc. is a biopharmaceutical company that has pursued and achieved breakthroughs in medicine for more than three decades, with the goal of creating a healthier world for all people. The company is committed to advancing innovative medicines to prevent and treat life-threatening diseases, including HIV, viral hepatitis and cancer. Gilead operates in more than 35 countries worldwide, with headquarters in Foster City, California.

Keywords: Gilead Sciences, Inc., Raleigh , Administrative Assistant, Other , Raleigh, North Carolina

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