Administrative Coordinator

For Current Gilead Employees and Contractors: Please log onto your Internal Career Site **Job Description**: Administrative Coordinator (M/F/d) Business Unit Liver Disease The Position We are looking for an enthusiastic Administrative and Project Assistant for our Business Unit Liver Disease to join the commercial team in our office in Martinsried. Key Responsibilities - Provides administrative and clerical support to Commercial team in Germany. - Prepares contracts with HCPs, HCOs, agencies and other organizations - Manages all relevant purchase orders and related budget. - Responsible for coordinating events of different size. This includes the planning, organizing as well as the contract management for these events (internal, external sponsorship, congresses). - Liaises with internal staff, guests and speakers to assess needs and coordinates, as needed, such activities as travel, hotel, expense reports and tools and materials for presentations. Organization of booth presence on conferences. - Responsible for maintaining a calendar of appointments, meetings, and events. Makes travel arrangements as needed. - Prioritizes workload involving multiple large projects/timelines - Is willing to lead smaller commercial projects (Marketing and Sales) such as preparing communications material and handling (e.g. project management of commercial materials) - Project management in cooperation with marketing agency: support in planning and implementation of marketing materials; research activities for marketing projects; coordination of the material warehouse for the field service (production, item creation, line shipping); tracks the progress of projects and the corresponding spend. - Acts as a trusted advisor to the whole team (including field-based staff) for questions on events, contracts, current projects, and business compliance - Prepares general correspondence, faxes, and photocopying. - Creates, maintains and structures files in way that they are available to the eligible persons - Understands the goals and objectives of the entire department and contributes to the attainment of those G&O's. - Keeps the bigger picture in mind and influences workflows accordingly. Knowledge, Experience & Skills: - High school diploma and good administrative experience - Advanced knowledge and experience using a number of office software such as Excel, PowerPoint and Word etc. - Language skills: Fluent German and English. - Excellent verbal, written, and interpersonal skills are required. - Knowledge and understanding of administrative and office policies - Strong attention to detail - Must be able to work well independently under the general guidance of the manager - Must be able to resolve problems and make recommendations related to operations within the scope of responsibility - Experienced in leading and driving projects as well as in working with agencies and supplier 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