Administrative Coordinator - Public AffairsSpain - Madrid Public Affairs/Communications RegularJob DescriptionAt 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.The Role:The Public Affairs team is a critical function within Gilead Spain and Portugal, providing advice across internal and external communications, and patient advocacy. This team works across all therapy areas, corporate reputation, social media and external engagement.You will not only support the team on critical administrative tasks but own and implement our corporate giving initiatives across medical and community groups, along with strategic corporate communications. This role is responsible for day-to-day implementation of Gilead's ongoing corporate giving initiatives, closely working with colleagues in Public Affairs (across the therapy areas) to execute in a timely and accurate fashion, with maximum impact on our partners. You will also provide administrative leadership, support, and financial management of the Grants Committee (corporate giving), including the development of best practices and guidance to the entire affiliate.Primary Responsibilities:Grants CommitteeAdministrative oversight and management of all Public Affairs Grant and donations programManaging and liaising with all applicants from beginning to end of the processWorking closely with Legal, Medical, and other colleagues to ensure alignment and the appropriate disclosures are madeFinancial oversight and management of the Grants Agreements, ensuring all administration, POs and GRC OpEx tracking/reportingAct as the first point of contact for external parties and potential applicantsEnsure the Grants Committee website is up-to-date and relevant for applicantsTeam Admin and Finance ManagementSupporting the team on a variety of approval systems and processes, from contracting, to POs, to Veeva, etc.Assist with compliance approvals and liaise with agencies and internal staff to ensure that items are uploaded on to the compliance system, VeevaDay to day support of the Public Affairs Budget/OPEXAssist with additional ad hoc duties when requiredKnowledge, Experience and Skills:Typically requires a BA degree in communications, liberal arts, business or science-oriented field and at least 2 years of administration experience in the healthcare/pharmaceutical sector; experience within Corporate Giving & Communications is an assetA solid understanding of proven administration experience within a fast-paced team and proven ability to understand and clearly communicate on internal communicationsAbility to manage relationships with a high number of internal and external stakeholdersSound judgment and analytical skills, and strong team playerStrong project management capabilities, including the ability to balance multiple, high-urgency projects simultaneously and working in a matrix environmentInnovative approach, willingness to learn & adopt new ideas and resilience under pressure will be a distinct advantage in the roleProven knowledge of pharmaceutical processes and systems would be advantageousFluent in English is an assetEqual 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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