Administrative Coordinator (m/f/d) Tubulis ADC Innovation Center (Martinsried, Germany) at Gilead in Munich

Job description

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 Administrative Coordinator (m/f/d) Tubulis ADC Innovation Center (Martinsried, Germany) Location: TubulisADC Innovation Center (Martinsried, Germany) Reports to: Vice President of Research and Head of the Tubulis ADC Innovation Center Key Responsibilities Executive and Administrative Support Proactively manage calendars, travel, expenses, and key commitments for the Vice President of Research and provide administrative support to designated site leaders. Organize and schedule internal, cross-functional, and external meetings across time zones, including coordination of logistics, agendas, materials, and follow-up actions. Prepare correspondence, reports, presentations, briefing materials, and other business or technical documents; proofread and edit content for accuracy and consistency. Handle sensitive and confidential information with discretion and professionalism. Site and Business Operations Coordinate administrative activities that affect the site and department, supporting the implementation of broader company initiatives and changes involving information technology, office tools, workplace processes, and space management. Support site onboarding and orientation activities for new employees and leaders, including workspace, access, equipment, and introductory meetings. Coordinate office supplies, equipment, facilities requests, visitor arrangements, and other activities that enable effective day-to-day site operations. Maintain administrative processes, records, distribution lists, shared resources, and documentation in accordance with company requirements. Information, Project, and Event Coordination Gather, collect, record, track, reconcile, and verify complex data and information from multiple sources; identify discrepancies and follow through to resolution. Plan and coordinate site meetings, scientific or business events, leadership activities, and external visits, including venues, travel, speakers, materials, catering, and related logistics. Support budget administration, purchase orders, invoices, expense processing, vendor coordination, and routine tracking or research of variances, as assigned. Contribute to the goals and priorities of the site and Research organization by anticipating needs, improving workflows, and keeping the broader business context in view. Knowledge, Skills, and Capabilities Excellent organizational and prioritization skills, with the ability to manage multiple assignments, deadlines, and stakeholders with minimal supervision. Experience working effectively supporting senior leaders and across functions, levels, cultures, and geographic locations in a collaborative, fast-paced environment. Strong written, verbal, and interpersonal communication skills; German and English language proficiency is required. Sound judgment, initiative, attention to detail