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Project Manager - I in Foster City, CA at APEX Systems

Date Posted: 2/12/2019

Job Snapshot

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Job Description

Job #:  938989

Description: Project Manager & Corporate Assistant
With the ongoing growth of the organization, the Talent Acquisition function is looking for a pro-active Project Manager and Corporate Assistant to provide high-level project management and administrative support to the Global Head of Talent Acquisition & Mobility. This position handles all administrative matters. This is an exciting role for an experienced project manager or executive assistant who enjoys being the right-hand person for the Global Leader of a dynamic function. You must be a self-starter, have excellent interpersonal skills, be able to effectively multitask and handle a variety of sensitive matters in a professional manner with tact, diplomacy, discretion, and good judgment.
The ideal candidate will have experience providing excellent attention to detail, a demonstrated ability to anticipate the needs of others and exceptional written and oral communication skills. You should be an excellent communicator, problem-solver and have a strong work ethic; the ideal candidate will also be an independent thinker and self-starter with the bandwidth to multi-task and work on several key projects at a given time. It is important that the individual have superior interpersonal skills with an ability to work with people at multiple levels both inside and outside of Gilead Sciences. The candidate must be globally minded, able to deal with ambiguity and drive results without direct accountability.
Specific Job Requirements
The role will require, but is not limited to, the following duties and responsibilities:
* Proactively manage communication (emails, phone calls, necessary follow-up); screen telephone or email inquiries, communicate messages, redirect calls and respond to urgent inquiries from global sites, and internal/external stakeholders over multiple time zones
* Establish , maintain and manage key stakeholder meetings, HRLT and direct report (121), including recurring meetings, prioritizing appropriately and using good judgment in offering solutions to complex scheduling and meeting planning as needed
* Responsible for PO Management and budget control based on master spreadsheet Office space planning and allocation for TA function
* Responsible for TA all hands meeting logistics and working in partnership with relevant team members on events for TA and for the Business
* Pull relevant management reports and decks where required
* Responsible for PMO for high-performing teams and development programs for function which will include TA Academy in 2019
* Provide exceptional attention to detail in all efforts and outputs. Anticipate potential changes or shifts in priorities amidst simultaneous demands for attention
* Schedule and co-ordinate complex meetings. This includes but is not limited to, attendee communications, venue management/coordination, audio/video set-up and management as needed, catering and program material preparation (i.e. TA Leadership Team Monthly, All Hands TA, Reporting and Dashboard monthly meetings and others as identified
* Provide overall data management. Solicit needed data from multiple sources, organize and compile in formats to facilitate analysis and presentation. Establish, update and maintain files, inventories, records, etc., as necessary, including paper, electronic and other platforms
* Track and drive completion of key deliverables, proactively following up on outstanding items
* Provide innovative, creative and time-tested methods and procedures for fostering continuing improvement to practices or processes
* Uphold the strictest confidentiality on information gleamed as part of responsibilities. Handle highly confidential information and documents with discretion and confidentiality
* Collaborate and drive results in a complex global organization during times of change, evolution, and transformation. Demonstrate an adaptive and flexible work style shown to be effective working across varied types of clients, senior level leaders and front-line team members that are geographically dispersed
* Communicate and coordinate early and clearly with other Project Managers and Administrative staff supporting the Gilead Sciences Leadership Team, staff and external contacts, to effectively plan schedules
* Manage and reconcile expense reports and purchase requisitions
* Maintain files and manage invoice approval and submission to assist with monthly budget forecast to Gilead Sciences standard
* Additional Project work up to 40% of the time including but not limited to social talent, working with keynote speaker presentations or consulting partners, ad-hoc projects where determined
Knowledge, Skills & Experience
* Bachelors degree or equivalent
* A minimum of five (5) years administrative experience, preferably in a fast-paced environment. C-level executive administration experience preferred
* Proven track-record of performance, results, meeting deadlines, successfully managing administrative processes and maintaining a positive can-do attitude
* Professional, authentic, approachable, and diplomatic in nature. Proven ability to interact successfully with varying levels in and outside the organization in a demeanor that is representative of the leadership team
* Demonstrated expertise in Microsoft Office products, including Word, Excel, PowerPoint, Outlook, and willingness and ability to learn company-specific software or system tools
* Fluency and comfort in making presentations, and in executing within Excel, i.e., can manipulate pivot tables, create formulas, etc.
* Comfort and ability to thrive in environments that may present multiple and simultaneous demands for attention; ability to prioritize effectively in these situations
* Ability to handle confidential information with discretion and unquestionable integrity
* Experience in supporting global organizations
* Must be organized and capable of prioritizing and managing multiple projects / tasks
* Demonstrated ability to partner with other administrative professionals to manage competing needs and schedules
* Strong problem-solving skills and reasoning to quickly follow up and solve administrative issues
* Ability to learn the Gilead Science teams primary business objectives, and through this understanding, anticipate project and administrative needs
Behaviors, Capabilities
* Supportive and pro-active with the ability to perform in a high-demand environment
* Highly organized with the ability to prioritize and manage expectations
* Excellent communication skills and attention to detail
* Must be able to work in a high-performing, high demand environment
* Resilient profile with the ability to deliver in an ambiguous environment
* Ability to engage and manage multiple stakeholders to achieve objectives
* Analytical and outcome-led
* Strategically minded, operationally excellent

Gilead Core Values
* Integrity - Doing Whats Right
* Inclusion - Encouraging Diversity
* Teamwork - Working Together
* Accountability - Taking Personal Responsibility
* Excellence - Being Your Best









EEO Employer

Apex is an Equal Employment Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law. Apex will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable law. If you have visited our website in search of information on employment opportunities or to apply for a position, and you require an accommodation in using our website for a search or application, please contact our Employee Services Department at 844-463-6178