Admin Coordinator Medical Affairs

See job description.
October 23 2020
Other, Other
Position Type
Full Time
Organization Type
Job Type

Admin Coordinator Medical Affairs
Spain - Madrid

Gilead Sciences, Inc. is a research-based bio-pharmaceutical company that discovers, develops and commercializes innovative medicines in areas of unmet medical need. With each new discovery and investigational drug candidate, we seek to improve the care of patients living with life-threatening diseases around the world. Gileads therapeutic areas of focus include HIV/AIDS, liver diseases, cancer and inflammation, and serious respiratory and cardiovascular conditions.

Making an impact on a global scale
Inclusion is one of the companys five core values. Thats because we know that we are stronger and more innovative at Gilead when we are informed by a diverse set of backgrounds, experiences and points of view. Gilead Sciences is a biopharmaceutical company that discovers, develops and commercializes innovative therapeutics in areas of unmet medical need. The company's mission is to advance the care of patients suffering from life-threatening diseases worldwide.

When you join Gilead, you join our mission to change the world by enabling people to live healthier and more fulfilling lives. Come join a mission-driven bio-pharmaceutical organization that values inclusion and diversity, has a strong portfolio of products, and is constantly #CreatingPossible

Gilead Sciences Inc. is a research-based biopharmaceutical company that discovers, develops and commercializes innovative medicines in areas of unmet medical need. With each new discovery and investigational drug candidate, we seek to improve the care of patients living with life-threatening diseases around the world. Gilead's therapeutic areas of focus include HIV/AIDS, liver diseases, invasive fungal infection, cancer, inflammation, and serious respiratory and cardiovascular conditions.

We are looking for the Admin Coordinator to support the Inflammation Medical Affairs department in Spain ( Madrid).

Specific Job Requirements

Provides administrative and clerical support to the Medical Affairs Director and the inflammation Medical department.

Manages the Directors agenda and arrange travel arrangements and meetings. May screen and prioritize manager's mail and email.

Under manager's direction, creates draft reports, documents, presentations and templates using raw data. May gather data using internet searches.

May spend significant amount of time coordinating functional administrative activities which support clinical trials, medical information, medical activities etc. In addition to the Administrative Assistant responsibilities organizes and schedules extra-department meetings.

Tracks and verifies data using a variety of software to conduct data entry and sorting of information. May track department budget as directed by immediate manager.

Conducts internet searches as directed. Creates or may assist in the creation of presentation materials and drafts technical documents as needed.

Manipulates Excel spreadsheets into different sorts and formats and works with Word, Power Point documents as directed by immediate manager.

Gathers, collects, records, tracks and verifies relatively complex data and information from multiple sources.

Responsible for Purchase orders and payments.

Liaises with external agencies or organizations to coordinate activities which are important to the function of the department.

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.

Understands the goals and objectives of the entire Medical 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).

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. Assists in the orientation of new administrative assistants and other staff.

Ensures all new hire materials are arranged for the person's first day at Gilead and oversee the onboarding to the team.

Knowledge, experience and skills

  • Requires a minimum of a high school diploma plus proven administrative experience

  • Experience in Pharma industry is essential

  • Ideally has experience working in a Medical Affairs department

  • Excellent verbal, written, are required both in Spanish and English

  • Excellent interpersonal skills

  • 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

  • Typically works under minimal supervision and may receive general direction on new lines of work or special assignments

    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, marital status, sexual orientation, medical condition, veteran status, and age, unless such protection is prohibited by federal, state, municipal, provincial, local or other applicable laws). Gilead also prohibits discrimination based on any other characteristics protected by applicable laws.

    For Current Gilead Employees and Contractors:

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