Principal Administrative Business Partner

Our Client a Biotech company is looking for a Principal Administrative Business Partner for their South San Francisco CA location.

• Ability to independently manage complex scheduling with a possibility of various time zones and manage various top management levels of internal and external stakeholders with a high level of confidentiality
• Expert knowledge of available Client IT systems (ex: cSuite collaboration tools)
• Manage the scheduling of senior committee meetings global summits and department offsites (all staff leadership teams cross functional meetings)
• Lead the planning organization and execution of large-scale meetings that might entail the added complexity of managing schedules across multiple time zones with internal and/or external key stakeholders
• Partner with manager or assigned lead to design agenda & manage the distribution of all meeting materials and manage rolling agendas for standing committee or team meetings
• In collaboration with Strategic Event Services drive the planning and execute all large department-wide offsites and/or onsites including but not limited to: Global Town Halls team meetings etc
• Independently lead the planning & execution of meetings at Congress events Global
• Summits etc (venue & speaker selection technical AV requirements catering agenda setting contract management)
• Draft email communications on behalf of manager team department leader etc
• Partner with leaders to plan communication strategy for internal department communications
• Partner with the communications team to track manage prepare support various communication and engagements.
• Manage departmental gSites Spaces websites newsletters etc. (collect content distribute information oversee maintenance)
• Coordinate collecting and implementing feedback for communications when applicable
• Manage overall space planning process (serve as thought partner for strategy for team placement present to leadership team serve as main project manager)
• Partner with leader(s) to create team agreements
• Serve as thought partner with leadership to assess employee engagement gauge informal pulse checks share ideas for enhancing engagement
• Manage complex candidate/interview process
• Manage administrative components and logistics of onboarding including overseeing first
• 30 days checklist and relocation
• Serve as external stakeholder connector
• Keep up-to-date on cSuite changes and organize trainings for team and/or other admins in dept
• In some cases take on the role of Admin Lead
• Process and manage vendor/speaker engagements contracts and payments etc. including RFP/Vendor selection

• 5-7 years related administrative operations or project management experience (experience gained in the pharmaceutical/biotech industry is strongly preferred)
• Previous work experience in Client is strongly preferred
• Previous experience must include responsibilities for managing confidential information
• Previous experience training other staff in company or departmental systems processes and other general or administrative tools is strongly preferred
• Proven track record of meeting or exceeding objectives and goals
• Ability to plan coordinate organize and prioritize work within and across functional groups and execute strategically.
• May take lead role in the assessment and coordination of work flow among team members
• Actively creates a collaborative and productive climate. Ensures ideas opinions and the
• expertise of others are elicited when making decisions that impact overall group actively seeks and integrates input from other parts of the organization resolves complex issues and conflict
• Exercises judgment and discretion of highly sensitive and proprietary information
• Oversees and promotes accuracy and attention to detail of work systems and procedures fosters a continuous improvement mindset
• Based on breadth of experience skills and strategic context drives the decision making process independently
• In depth knowledge of cSuite Tools (including gMail gCal gSheets gSlides Trello gMeet Zoom) Actively seeks to inform promote and instruct others with innovative tools that enhance efficiency and productivity
• Familiarity with Client organization strongly preferred
• BS/BA degree or equivalent industry experience
• Requirements
• Soft skills- Emotional intelligence discretion and confidentiality and proactivity.
• Thinking ahead and solving problems before they turn into bigger issues. Speaking and writing in a polite direct and professional way with all types of people with accuracy.
• Hard/technical skills-In depth knowledge of Microsoft Office (Powerpoint Excel and Word) cSuite Tools(including gMail gCal gSheets gSlides Trello gMeet ZOOM) and able to provide instruction or training to others as needed
• Minimum years of experience- 5-7 years supporting Senior Level Executive )Sr. Director and above (VP and above preferred
• Education requirements BS/BA in related field

• Excellent growth and advancement opportunities

Required Experience:

Staff IC