Administrative Coordinator (m/f/d) Medical Affairs Operations

See job description.
May 12 2021
Position Type
Full Time
Organization Type
Job Type

Administrative Coordinator (m/f/d) Medical Affairs Operations
Germany - Munich

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

Administrative Coordinator (m/f/d) Medical Affairs Operations

Overview and key accountabilities:

We are looking for an enthusiastic Administrative Coordinator (m/f/d) to join our Medical Affairs team in our office in Martinsried (Munich). The Administrative Coordinator provides administrative and clerical support to the Medical Affairs Operations team in Germany and occasionally to other teams within the Medical Affairs function. The Medical Affairs Operations team is in charge of general Medical Affairs activities and projects that relate to more than one disease area or have a broader scope. Examples include grants and fellowships, general processes, certain educational events, and Medical Affairs excellence activities. The position reports to the Country Medical Director or to the Associate Director Medical Affairs Operations.

Specific responsibilities:
  • Provides administrative support for Medical Affairs activities and ensures process compliance; prepares contracts with Health Care Professionals and organisations; prepares and organises documents for review and internal approval processes.
  • Is involved in coordinating events of various scope, which includes the planning and organisation of specific event activities. Liaises with guests and speakers to assess needs and coordinates activities such as travel, accommodation, expense reports and tools and materials for presentations.
  • Coordinates the preparation of the annual budget for the Medical Affairs Operations team, monitors budgets regularly and prepares actual vs target analysis.
  • Supports the organisational development and as such supports projects of various scope, including those improving processes or implementing new and/or revised software or other tools.
  • Contributes to the goals and objectives of the entire department; keeps the bigger picture in mind, and influences workflows accordingly
  • Supports the organisation of job interviews and prepares the on-boarding of new team members.
  • Maintains inventory of supplies for the department, prepares general correspondence, creates and maintains files; interacts with vendors, ensuring user training, etc.
  • Maintains calendars, schedules meetings and events, and makes travel arrangements as needed.
  • Provides assistance to the Country Medical Director, including appointment and travel coordination.

Essential background and skills:
  • High school diploma and good administrative experience
  • Advanced knowledge and experience using a number of office software such as Excel, PowerPoint, and Word.
  • Ability to embrace Gilead's patient-centric values, including highest ethical and compliance standards
  • Language skills: Fluent German and English
  • Excellent verbal, written, and interpersonal skills
  • Strong attention to detail
  • Ability to work independently under the general guidance of the manager
  • Ability to work in situations of ambiguity and change
  • Ability to resolve problems and make recommendations related to operations within the scope of responsibility

Desirable background and skills:
  • Bachelor degree
  • Previous experience in the pharmaceutical industry or healthcare setting with a good understanding of typical work processes in a regulated industry

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:

Please log onto your Internal Career Site to apply for this job.

To apply, visit

Copyright 2017 Inc. All rights reserved.

Posted by the FREE value-added recruitment advertising agency