administrative assistant

<h3 class="jobSectionHeader">Job Description

Job Description

Everyone at Kite is grounded by one common goal – curing cancer. Every single day, we seek to establish a direct line between that purpose and our day-to-day work. Join us in our mission!

We are seeking a very experienced and highly motivated individual to join us as an Administrative Coordinator to support the Site Head of our Manufacturing Operations (MVP01) in Oceanside, California. Kite is a dynamic and fast paced organization where you will provide administrative support to the Site Head and the MVP01 Senior Leadership Team that includes Kite business partners while working collaboratively with the other Technical Operations and Leadership Team administrative coordinators to achieve the goals of Kite. This role will manage a wide range of support functions in a fast paced, growing cGMP environment. This individual may be asked to assist in areas outside of their primary responsibilities. The ideal candidate will be customer service oriented, flexible, proactive, a critical thinker and resourceful with a high level of professionalism, confidentiality, and approachability.

Responsibilities:

• Manage calendars within MS Outlook
• Manage schedules and coordinate travel and logistics
• Responsible for processing and completing expense reports
• Fully onsite role to assist in answering calls, reading emails, and being the face of the site in assisting in colleague requests
• Assist in coordinating interviews, greeting candidates, and ensuring they are scheduled
• Support onboarding new hires and the coordination of New Hire Orientation
• Project Manage and provide support preparing various corporate documents utilizing software such as MS Word, PowerPoint, and Excel for leadership meetings
• Provide administrative and logistical support for All Hands, SLT meetings and Site Visits
• Support MVP01 Senior Leadership Team and department Staff meetings – including research of relevant topics, set up rooms, including AV support, for Executive and attendees
• Provide general administrative support, including providing copies, maintaining files, and updating shared files on the server
• Manage and maintain site org charts on a consistent basis
• Source, arrange, and facilitate Live Webinars for Learning and Development for all of Tech Ops on work related topics
• Assist in budget cycles
• Assist with creating and updating SharePoint, MS Teams, and Smartsheets for the Functions
• Own the coordination and maintenance of the SharePoint Site for MVP01
• Support the Site in the scheduling of visitors, tours, or onsite meetings
• Support the Site with event planning and activities as needed
• Support payables duties (vendor files, tracking invoices, getting SOWs to vendor)

Basic Qualifications:

Bachelor’s

OR

Associate and 2+ years’ experience in an administrative role

OR

High School Diploma/GED and 3+ years of experience in an administrative role

Preferred Qualifications

• Previous experience within a pharmaceutical or biotech environment
• Experience working in a team environment with other administrative assistants
• Exceptional attention-to-detail with the ability to meet aggressive deadlines
• Skilled in organizing and prioritizing competing time demands
• Excellent written and verbal communication skills with ability to effectively communicate and partner with all levels of the organization
• Expertise in MS Office (Word, Excel, PowerPoint, Outlook) and managing multiple calendars
• Experience with Concur preferred
• Ability to adapt in a constantly evolving environment
• Self-motivated with a deep sense of ownership in areas of responsibility
• Understanding of the importance of confidentiality and discretion
• Excellent interpersonal skills with a strong customer service attitude

The salary range for this position is: $94,690.00 - $122,540.00. 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:

https://www.gilead.com/careers/compensation-benefits-and-wellbeing

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

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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 ‘Know Your Rights’ poster.

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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.

<h2 class="jobSectionHeader">For jobs in France:

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