Administrative Coordinator

Vor 4 Tagen

Vienna, Österreich Gilead Sciences GesmbH Vollzeit

Description


 

Country: Austria

Region: ACE (Australia, Canada & Europe) Midsize Markets 

Responsibilities:  

Understands the goals and objectives of the entire department and contributes to the attainment of those G&O's.

Supports the medical team with the review process of materials and events. Informs about outcome.

Manages purchase order creation, tracking, receipting and the Medical Affairs budget tracker.

Conducts bi-weekly calls with Medical Managers on current activities & budget status.

Independently manages projects (eg. Gilead Creating Possible Award)

Manages the grant portal process and interacts with the applicants as needed. Manages the grant budget.

Supports the Country Medical Director in the management of the day planner.

Supports Public Affairs with all sponsorship requests.

Supports Medical & Regulatory Team with processing of travel expenses in Concur according to travel policy.

Responsible for coordinating various events which includes the planning, organizing and implementation of event activities. This can range from numerous small internal meetings to large national activities.

Tracks and builds meeting agendas, distributes pre-work and provides meeting minutes.

Acts as a resource to other administrative assistants and and is cross-trained to cover for another administrative assistant this person is out of the office for an extended period of time.

Supports on-boarding of new employees including the provision of all required technology. Assist in the orientation of new administrative assistants and other staff.

Operates in compliance with all laws, regulations and policies.

Skills & Knowledge  

Strong organizational skills and open mindset.

Excellent time management skills and ability to multi-task and prioritize work.

Profound knowledge in project management.

Excellent verbal, written and interpersonal communication skills including active listening.

Business fluency in German and English (written and spoken).

Computer literacy.

High willingness for continuous training and personal development.

Excellent team player.

Resilient and able to deliver in a fast paced and agile organization.

This role requires high levels of accountability, integrity and accuracy and the ability to act independently and proactive.

Experience  

University degree plus 3-5+ years administrative experience preferred.

The minimum salary for this position is EUR 61,000, with a flexibility for higher salary based on qualification and experience.

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.


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