Administrative Coordinator

2 weeks ago

Edmonton, Canada Gilead Sciences Full time

For Current Gilead Employees and Contractors:
**Job Description**:
Administrative Coordinator

Key Responsibilities:
Administrative- In addition to all Senior Administrative Assistant responsibilities:
- Prioritizes workload involving multiple projects/timelines. Such projects will include distribution of launch gifts, all staff meetings, management of GThanks program.- General Manager or Departmental Head(s) travel schedule(s) and calendar(s), as well as travel schedules for others as needed (e.g. conference attendees, interviewees, and site management members).- Arranges for needed resources in order to meet timelines.- Responsible for coordinating large site-related events including the planning, organizing and implementation of various event activities.- Coordinates with other administrative and executive assistant staff as necessary- 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.- Screen and prioritize manager’s mail.- May assist in the orientation of new administrative assistants and other staff as necessary.- Acts as a resource for other departments and is cross trained to cover for other administrative assistant(s) as required.- Understands the goals and objectives of the department and contributes to the attainment of those G&O's. Keeps the bigger picture in mind and influences workflows accordingly.

Technical- Prepares Word, Excel, PowerPoint, Visio documents as needed.

Safety and Environment- Ensures that the work environment is kept clean, tidy and that all operations are carried out in a safe manner.- Follows all the procedures as outlined in the Company Environmental, Health and Safety Policies.- Attends departmental EHSQ meetings regularly and completes all required safety trainings.

Quality- Attends and obtains passing scores in all required GMP training sessions.- Ensures that appropriate SOP trainings and/or applicable Hands on Training have been completed before performing a task.

Knowledge, Skills and Abilities:
- Demonstrated effective verbal, written, and interpersonal skills- Proven knowledge and understanding of administrative and office policies and procedures- Must possess good proofreading and editing skills of technical documents- Works under mínimal supervision; proactive and anticipates future department needs and prepares accordingly- Excellent verbal and written skills with strong attention to detail- Ability to juggle multiple priorities and manage complicated calendars across multiple executives and external personnel- Successful experience in fast-paced, high growth environment- Must have excellent customer-service orientation, high degree of professionalism, and be a strong team player- Must be able to prioritize and manage multiple projects simultaneously- Ability to build strong relationships with co-workers of various backgrounds and expertise- Ability to function at a high level in a team setting whether leading the group or acting as an individual contributor- Exceptional professionalism and ability to handle confidential materials- Ability to manage multiple projects simultaneously and possess outstanding organizational skills

Specific Education and Experience Requirements- Bachelor's degree and 0+ years of experience; or Associate's degree and 2+ years of relevant experience; or High School diploma and 3+ years of relevant experience

Gilead is an equal opportunity employer.

For Current Gilead Employees and Contractors:

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