Administrative Coordinator Virology

Gilead Sciences Switzerland seeks a Senior Administrative Coordinator in Virology for its Zug office. The role supports scientific innovation teams through high-level administrative coordination, budget management, and event planning.

This position serves as a key support pillar for a team focused on discovering and developing significant scientific advancements in virology. Rather than acting as a preliminary step toward an Executive Coordinator role, the position is designed to provide dedicated, specialized administrative support to specific functional areas within the department.

Responsibilities

• Manage and prioritize workloads across multiple large-scale projects and complex timelines.
• Lead or coordinate the rollout of new or updated software applications and databases, including vendor liaison and user training.
• Utilize advanced office tools such as Excel, ChemDraw, Filemaker Pro, Access, and PowerPoint to generate graphs, charts, spreadsheets, and presentation materials.
• Draft reports, documents, and templates based on raw data provided by management.
• Plan, organize, and execute large-scale events and activities.
• Manage guest and speaker logistics, including travel arrangements, accommodation, expense reporting, and presentation preparation.
• Oversee the annual budget preparation process, conduct monthly budget reviews, and investigate financial variances.
• Support facilities planning and office setup initiatives.
• Screen and prioritize incoming mail and emails for management.
• Assist in the onboarding and orientation of new administrative staff and other team members.
• Serve as a resource for fellow administrative assistants and provide coverage for colleagues when needed.

Requirements

• Proficiency in both English and German, with strong verbal, written, and interpersonal communication skills.
• Solid understanding of administrative and office policies and procedures.
• Strong proofreading and editing capabilities for technical documents.
• Ability to review and evaluate the work of junior administrative assistants.
• Advanced proficiency in standard office software applications.
• Minimum of a high school diploma.
• Three to five or more years of relevant administrative experience.

About the company

Gilead Sciences Switzerland is dedicated to creating a healthier world by addressing major health challenges such as HIV, viral hepatitis, COVID-19, and cancer. The organization emphasizes collaboration, determination, and a persistent drive to make a meaningful impact. People Leaders play a central role in shaping the employee experience, fostering an inclusive culture, and driving organizational evolution.

• Focus on tackling serious diseases to improve global health outcomes.
• Emphasis on collaboration and determination to drive scientific progress.
• Strong support for People Leaders in cultivating an inclusive and evolving workplace culture.