Administrative Coordinator, FP&A - Foster City, CA

About this role

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   The Administrative Coordinator, FP&A role supports to two Vice Presidents, acting as an enabler and force multiplier for these leaders. 

Key Responsibilities:

Collaboration: Builds trusting relationships and flexes working style to effectively collaborate across teams and levels to drive outcomes

Confidentiality: Maintains strict confidentiality of sensitive and non-public information (e.g., personnel data, business plans, financial information, and executive communications) in accordance with company confidentiality policies.

Detail‑Oriented: Demonstrates a high level of accuracy and attention to detail across all work. Ensures information, schedules, logistics, and deliverables are complete, precise, and thoughtfully reviewed. 

In‑Office Presence & Engagement: Maintains a consistent in‑office presence Monday – Thursday (when VPs are onsite) to effectively support in‑person meetings, leadership interactions, and real‑time issue resolution.

Proactivity: Anticipates executive needs, upcoming deadlines, and potential issues before they arise. Seeks clarity when priorities, expectations, or inputs are ambiguous to ensure alignment across stakeholders and avoid rework or last‑minute escalations.

Professional Communication: Communicates clearly, concisely, and with respect across all levels of the organization, accommodating stakeholder preferences. Provides timely updates, sets expectations, and escalates issues appropriately with context and recommended solutions.

Project Management: Strong project planning and accountability to drive projects from concept through completion. Develops clear plans and timelines and ensures thorough follow-through so that projects are executed efficiently with ample time for leadership review and feedback.

Receptive to feedback: Listens openly, incorporates constructive input, and adjusts approach

Works with Minimal Supervision: Operates independently within established policies and guidelines. Exercises sound judgment in decision-making, requiring limited oversight once expectations are set.

Essential Job Duties:

Calendar Management: • Manages complex calendars for two VP-level executives.   Continuously communicates with the VPs to clarify priorities and makes real-time adjustments to the calendar when urgent business needs arise.

• Schedules meetings involving VPs, coordinating with other administrative coordinators to align calendar availability.  In addition, supports direct reports of the VPs in scheduling meetings involving senior business leaders.

• Confirms in-person vs. Zoom attendance for 1:1s and coordinates meeting requests to reduce transit time between buildings. 

• Builds buffers into the schedule (e.g. prep or travel time) so VPs are punctual for every commitment and blocks out follow-up time after important meetings to enable the executives to process outcomes and handle action items.

• Maintains a list of recurring 1:1 and team meetings, checking to ensure calendar invites are up to date with appropriate locations (Zoom and/or conference space)

• Proactively schedules meetings that are people/HR related in alignment with enterprise timelines (e.g. TAP, calibration, quarterly check ins, year end reviews)

Leadership Team Meetings: • Sends out reminder to update meeting agenda 2 days before each LT meeting.    

• Captures decisions, notes, and action items discussed at each LT meeting

All Hands Meetings: • Works closely with the All Hands Sponsor to set meeting agendas and clarify objectives for each session. 

• Owns consolidation of presentation decks, developing slides where possible (e.g. birthdays/anniversaries) and coordinating remaining inputs from the team

Event Planning: • Secures and prepares appropriate venues (ensuring proper capacity, seating arrangements, and required audiovisual setup) for each meeting.

• Anticipates and proactively communicates updates and addresses potential challenges ahead of time (e.g., adjusting plans for weather or travel delays).

• During the event, serves as the point person to handle any unexpected needs or last-minute changes, allowing the VPs to focus on content and participants.

Travel Planning & Expense Management: • Manages travel arrangements and expense processes for VPs.

• Books domestic and international travel itineraries (flights, hotels, ground transportation) consistent with company travel policies and the executives’ preferences.

Miscellaneous Responsibilities: • Maintains up to date org charts and distribution lists for each team.

• Supports timely onboarding of new team members (e.g. IT setup, workstation assignment, new hire training, general questions)

• Provides back-up coverage for other administrative assistants as needed, to ensure continuous support during absences and contribute to a cohesive, high-performi

Similar jobs

• Sr. Financial Analyst, Research FP&A - Foster City, CA — Gilead Sciences · Foster City, California, United States
• Manager, FP&A - Inflammation Program Finance - Foster City, CA — Gilead Sciences · Foster City, California, United States
• Executive Director, R&D Program Finance - Foster City, CA — Gilead Sciences · Foster City, California, United States
• Associate Director, Strategic Finance (San Diego / Foster City) — Illumina · San Diego, California, United States | Foster City, Bay Area, United States
• Commercial FP&A Supervisor — Abbott · Lake Forest, Illinois, United States
• Executive Assistant, FP&A — Crusoe · Bellevue, WA - US
• Manager, FP&A - Virology Program Finance - Foster City, CA — Gilead Sciences · Foster City, California, United States
• Associate Director, Financial Planning & Analysis (FP&A) — Dynetherapeutics · Waltham, MA