Description
We are seeking an experienced Administrative Coordinator for the General Manager (GM), Vice President (VP), Head of ACE Commercial along with Executive Director (ED) of ACE Mid-size Markets. This individual will act as a partner for the ACE GM VP and ACE ED for Mid-size Markets, providing administrative leadership and support.
The incumbent will report to the VP and Head of ACE Commercial and will be based initially in Stockley Park and then transfer to London, UK in 2027.
Job Responsibilities
1. Provide administrative support, including calendar management, expenses and travel
2. Partner with ACE Commercial Business Strategy & Operations to support the ACE Leadership Team and ACE Leadership Team meetings and activities
3. Support and issue Communications for ACE Commercial organization
4. Manage departmental business calendar(s) collaborating with peers on forward planning initiatives
5. Plan and organize internal onsite and offsite meetings, ensuring timely preparation of agendas and meeting minutes
6. Coordinate registrations for conferences, symposia and local / international congresses
7. Maintain departmental information, including but not limited to organizational charts, rosters, birthday list, distribution lists, territory maps, photo library, etc.
8. Support recruitment and onboarding of new hires by assisting recruiters with interviews, creating onboarding plans, and completing onboarding tasks
9. Handle general inquiries and route questions to appropriate resources
10. Serves as principal point person in coordination with leaders and administrative team on broader organizational management and business processes across function/geography, including town hall meetings, communications, and project coordination
11. Serves as a partner and key stakeholder for the function/geography/site with cross-functional stakeholders, including Finance, Human Resources, Legal, Public Affairs, and other senior administrative professional staff; including site activities and local engagement
12. Always maintain confidentiality
Experience Required:
13. Possesses the ability to multi-task activities with significant business impact and prioritize effectively with minimal direction in the face of ambiguity
14. Demonstrates strong judgment in appropriately dealing with sensitive and confidential information
15. Effectively organizes team resources around top priorities and influences to get things done
16. Strong business acumen and demonstration of business knowledge and priorities
17. Anticipates business needs and identifies focus areas in support of business objectives
18. Exercises discretion to make decisions on behalf of the leader/organization on areas of influence
19. Acts as a team player that collaborates and networks both within and outside of specific site/function/geography
20. Engages as a peer within the ACE Leadership Team and senior administrative groups
Basic Qualifications
21. Significant office administrative experience
Additional Qualifications
22. Strong track record of serving as a partner for senior executives
23. Strong collaboration, accountability and communication skills, including track record for coaching and mentoring colleagues while ensuring an inclusive work environment
24. Ability to exercise judgment and independently determine and take appropriate action
25. Excellent active listening skills that encourage employee trust
26. Professional and effective verbal, written, and interpersonal communication skills
27. Role model for Gilead core values and behaviours
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 apply via the Internal Career Opportunities portal in Workday.