Administrative Coordinator Virology

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

ROLE PURPOSE

Provide high-quality, proactive administrative and operational support to the Swiss Virology team across HIV and Liver. The role coordinates complex activities, external stakeholders, suppliers, budgets, documentation and business processes, enabling compliant and efficient execution in a pharmaceutical environment.

The successful candidate acts as a trusted partner to the Virology team, anticipating business needs, identifying potential issues, and ensuring the timely delivery of priorities with a high level of professionalism, discretion and autonomy.

KEY RESPONSIBILITIES

Provide proactive administrative and operational support to the Swiss Virology team, including the Business Unit Director and cross-functional stakeholders.

Coordinate and execute national and international congresses, local meetings, non-promotional educational activities and internal events, including logistics, travel arrangements, accommodation, meeting materials and follow-up activities.

Act as a key point of contact for healthcare professionals (HCPs), external experts, vendors, agencies and other external stakeholders, ensuring professional, efficient and compliant coordination of all interactions.

Coordinate sponsorship and educational grant activities, including documentation, approval workflows, contracts, tracking, payments and archiving in accordance with company policies and applicable regulations.

Support the planning, execution and documentation of Virology activities and materials, ensuring adherence to internal approval processes, compliance requirements and quality standards.

Manage operational and financial processes, including purchase orders, contracts, honoraria, invoices, payments, budget tracking and vendor administration.

Prepare and maintain reports, trackers, presentations, timelines, meeting documentation, templates and other business materials using Microsoft 365 and approved company systems.

Provide day-to-day support for meetings, agendas, team communications, action tracking, shared platforms and departmental documentation.

Contribute to onboarding activities, cross-functional collaboration, administrative back-up support and continuous improvement initiatives across the organization.

Proactively identify operational challenges, anticipate business needs, propose solutions and manage multiple priorities and deadlines with minimal supervision.

COMPLIANCE AND BUSINESS CONDUCT

Apply a high level of pharmaceutical business-conduct knowledge to all activities.

Work in strict accordance with company policies, Swiss legal and regulatory requirements, applicable industry codes, data privacy obligations and internal approval processes.

Exercise sound judgement, professionalism, discretion and confidentiality when handling sensitive business information. Proactively identify compliance risks, escalate concerns when appropriate and seek guidance to ensure compliant decision-making and execution.

EXPERIENCE AND QUALIFICATIONS

Required Qualifications

Commercial or administrative education (KV or equivalent) with relevant professional experience. Additional qualifications in business administration, office management or event management are an advantage.

3–5 years of relevant administrative, coordinator or business support experience, including hands-on experience within the pharmaceutical industry in Switzerland.

Demonstrated knowledge of Swiss pharmaceutical business conduct, HCP interactions, sponsorships, contracts, approvals, documentation and financial processes.

Fluent German and English, both written and spoken.

Advanced proficiency in Microsoft 365, particularly Outlook, Teams, Word, Excel and PowerPoint; ability to quickly learn and adopt new systems and technologies; experience with SAP/Ariba, G360/Salesforce.com and Concur are considered as strong advantage

Preferred Qualifications

French language skills are considered a strong advantage.

Experience supporting commercial, medical or cross-functional teams within a national/ multinational pharmaceutical organization.

KEY SKILLS AND COMPETENCIES

Strong organizational and prioritization skills with exceptional attention to detail.

Ability to manage multiple competing priorities and deliver high-quality results in a fast-paced environment.

Excellent stakeholder-management and relationship-building skills, with the ability to interact confidently with HCPs, vendors, agencies and senior internal stakeholders.

Strong problem-solving skills and a proactive, solution-oriented mindset.

High level of professionalism, discretion and confidentiality.

Excellent communication, proofreading and coordination skills.

Ability to work independently while maintaining a strong collaborative and service-oriented approach.

Flexibility, reliability and resilience in managing changing business priorities.

Strong Team player

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 apply via the Internal Career Opportunities portal in Workday.