Administrative coordinator Jobs in Ontario, CA

Description

We are seeking a motivated Administrative Coordinator to support the Site Head of Manufacturing Operations and the leadership team in La Verne, California. This role provides administrative support across a highly matrixed organization and works closely with other site administrative staff.

A key part of the role involves driving employee engagement and supporting small projects. This is an excellent opportunity for someone with experience who is looking to get their foot in the door at a large, patient‑focused organization. Ideal candidate will be proactive, resourceful, customer‑service oriented, and professional.

This is a fully onsite role, based at our La Verne campus.

Specific Job Responsibilities:

• Facilitation of executive leadership meetings, agendas, logistics and materials, and tracking of outstanding action items.

• Leads the coordination of meeting and travel arrangements across multiple functions, geographies, and organizations for managers, senior executives on site, and visitors.

• Prioritizes workload involving multiple large projects/timelines. Such projects may include coordinating or leading the implementation of new and/or revised software applications/databases including interfacing with vendors, ensuring user training, etc. with minimal guidance.

• Arranges for needed resources in order to meet timelines. Uses advanced level software programs such as Excel, smartsheet, teams and PowerPoint to create graphs, charts, spreadsheets, and LCD presentations.

• Under manager’s direction, creates draft reports, documents, presentations and templates using raw data. May gather data using internet searches. Understands the goals and objectives of the entire department and contributes to the attainment of those G&O's. Keeps the bigger picture in mind and influences workflows accordingly.

• Responsible for coordinating large events which includes the planning, organizing and implementation of a number of event activities.

• Liaises with guests and speakers to assess needs and coordinates, as needed, such activities as travel, hotel, expense reports and tools and materials for presentations.

• Typically, coordinates the preparation of annual budget, reviews monthly budget, reviews and researches variances. May coordinate group lease cars requirements and activities (at International Locations). May assist with facilities space planning or office set-up. May screen and prioritize manager’s mail and email. Assists in the orientation of new administrative assistants and other staff. 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.

Knowledge:

• Excellent verbal, written, and interpersonal skills are required.

• Requires knowledge and understanding of administrative and office policies and procedures.

• Must possess good proofreading and editing skills of technical documents.

• Advanced knowledge and experience using a number of office software.

• Works under minimal supervision.

• Receives occasional direction from manager to perform non-routine job responsibilities and duties.

Specific education and experience requirements:

A high school diploma plus 3-5+ years administrative experience.

The salary range for this position is: $99,705.00 - $129,030.00. 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:

* Eligible employees may participate in benefit plans, subject to the terms and conditions of the applicable plans.

For jobs in the United States:

Gilead 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, 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 for assistance.