Proj Mgmt Asst I

Responsibilities

• Coordinate and support space planning activities for departmental and site needs, including workspace allocation, moves, reconfigurations, and utilization tracking.
• Partner with internal stakeholders to gather requirements, document project scope, and align space planning solutions with business priorities and operational constraints.
• Create, process, and track contracts, purchase requests, service agreements, CDA/NDA's and related documentation in accordance with internal procedures and approval workflows.
• Initiate, monitor, and reconcile work orders for facilities, maintenance, and project-related activities; ensure timely follow-up and closure of open items.
• Maintain project records, schedules, trackers, meeting notes, and status updates to support effective communication and execution.
• Assist with vendor coordination, including scheduling, documentation collection, and follow-up on deliverables, invoices, and service completion.
• Support budget tracking and administrative reporting for assigned projects and departmental activities.
• Identify and help resolve administrative issues within the group, including documentation gaps, process bottlenecks, and coordination challenges.
• Collaborate with cross-functional teams such as Engineering, Facilities, EHS, Finance, Procurement, and Operations to support project implementation.
• Ensure documentation and administrative activities are completed accurately and in compliance with site procedures and applicable quality requirements.
• Provide general project coordination support for small to mid-sized initiatives as assigned.

Requirements

• Bachelor's degree in business, Engineering, Facilities Management, Project Management, or a related field; or equivalent combination of education and relevant experience.
• 1-3 years of project coordination, facilities support, operations, or administrative experience in a corporate, manufacturing, or regulated environment.
• Experience supporting space planning, facilities coordination, contract administration, work order management, or related operational processes preferred.
• Strong organizational and documentation skills with the ability to manage multiple priorities and meet deadlines.
• Proficiency in Microsoft Office applications, including Excel, Word, PowerPoint, and Outlook.
• Strong written and verbal communication skills with the ability to work effectively across functions.
• Demonstrated attention to detail, follow-through, and problem-solving capability.
• Ability to work independently while also contributing effectively as part of a team.
• Preferred Skills
• Familiarity with facilities, maintenance, or space planning systems and processes.
• Experience working with purchase orders, contracts, vendor coordination, and invoice tracking.
• Knowledge of project tracking tools and administrative workflows in a regulated or GMP environment.
• Ability to support continuous improvement of administrative and project coordination processes.
• The salary range for this position is: $80,325.00 - $103,950.00. Gilead considers a variety of factors when determining ba

Benefits

Additional Information

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 Project Manager Assistant 1 - Gilead La Verne (LV) Position Summary: The Project Manager Assistant I supports site and departmental initiatives at Gilead La Verne by coordinating space planning activities, managing contract and work order processes, and providing administrative support for facilities- and operations-related projects. This role partners with cross-functional stakeholders to help ensure projects are appropriately scoped, documented, tracked, and executed in alignment with site priorities, timelines, and compliance expectations. The position requires strong organizational skills, attention to detail, and the ability to manage multiple assignments in a fast-paced, regulated environment.

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