Medical Administrative Assistant

at  Gilead Sciences

For Current Gilead Employees and Contractors:
Please log onto your
Internal Career Site
to apply for this job.
At Gilead, we’re creating a healthier world for all people. For more than 35 years, we’ve tackled diseases such as HIV, viral hepatitis, COVID-19 and cancer – working relentlessly to develop therapies that help improve lives and to ensure access to these therapies across the globe. We continue to fight against the world’s biggest health challenges, and our mission requires collaboration, determination and a relentless drive to make a difference.
Every member of Gilead’s team plays a critical role in the discovery and development of life-changing scientific innovations. Our employees are our greatest asset as we work to achieve our bold ambitions, and we’re looking for the next wave of passionate and ambitious people ready to make a direct impact.
We believe every employee deserves a great leader. People Leaders are the cornerstone to the employee experience at Gilead and Kite. As a people leader now or in the future, you are the key driver in evolving our culture and creating an environment where every employee feels included, developed and empowered to fulfil their aspirations. Join Gilead and help create possible, together.
Job Description
We are looking for a Medical Administrative Assistant, Medical Affairs.
Essential Duties and Job Functions:

A key contact regarding administrative and organizational tasks for the Medical Affairs department.

• Provide high quality administrative and organizational support to the Medical team
• Work autonomously within established guidelines, standard operating procedures, and defined processes
• Support to determine the appropriate approach for new assignments
• Maintain and update the Medical Affairs team’s agendas
• Organize the filing of correspondence and documentation
• Take care of business travel arrangements
• Provide support in vendor’s management (contract management with procurement and vendor, invoice management)
• Coordinate on-going projects and priorities in regard to the Medical Affairs department
• Prepare and execute POs for the department
• Knowledge of databases and programs used by the department (e.g. Veeva, Concur, SAP, Oracle)
• Initiate and post-process Veeva processes acting as creator, as appropriate
• Be present at larger meetings to coordinate activities and support overall logistic in giving optimal service to customer, as required
• Support in preparing slide presentations
• Maintains up to date GxP knowledge by following internal and external trainings
• Works directly with internal stakeholders, staff, and external vendors to ensure logistical aspects of meetings meet expectations

Knowledge, Experience and Skills

• Typically requires a University degree and relevant experience in the pharmaceutical or event planning industry
• Minimum of 2 years of experience in similar functions
• Must have strong experience in events management/planning and familiarity with service contracts and terms related to vendor contracts
• Must have good Executive presence
• Must have strong project management skills
• Must have strong customer service skills
• Must have strong communication skills
• Must have strong proficiency in Microsoft Office applications.
• Must have good problem-solving skills
• Must be able to work independently
• Must be fluent in writing and speaking English

Behaviours

• Resilient profile with the ability to deliver challenging environment
• Ability to engage and manage multiple stakeholders to achieve the objective
• Curious with learning agility
• Operationally excellent
• Organised with systematic approach to prioritisation
• Process orientated to achieve the business objective

Gilead Core Values

• Integrity (always doing the right thing)
• Teamwork (collaborating in good faith)
• Excellence (working at a high level of commitment and capability)
• Accountability (taking personal responsibility)

If this is not the right move for you now but remain interested in a career at Gilead Sciences please connect with us via our talent community: https://gilead.avature.net/Gilead
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

• Provide high quality administrative and organizational support to the Medical team
• Work autonomously within established guidelines, standard operating procedures, and defined processes
• Support to determine the appropriate approach for new assignments
• Maintain and update the Medical Affairs team’s agendas
• Organize the filing of correspondence and documentation
• Take care of business travel arrangements
• Provide support in vendor’s management (contract management with procurement and vendor, invoice management)
• Coordinate on-going projects and priorities in regard to the Medical Affairs department
• Prepare and execute POs for the department
• Knowledge of databases and programs used by the department (e.g. Veeva, Concur, SAP, Oracle)
• Initiate and post-process Veeva processes acting as creator, as appropriate
• Be present at larger meetings to coordinate activities and support overall logistic in giving optimal service to customer, as required
• Support in preparing slide presentations
• Maintains up to date GxP knowledge by following internal and external trainings
• Works directly with internal stakeholders, staff, and external vendors to ensure logistical aspects of meetings meet expectation