Senior Administrative Business Partner

Job Description

Job Description

Senior Administrative Business Partner 
Location: South San Francisco, CA
Working Model: Hybrid (three days onsite, two days remote; onsite days flexible based on leadership needs)
Schedule: Monday–Friday, standard 8-hour workday

Position Summary

The Senior Administrative Business Partner (ABP) will provide high-level administrative and operational support to leaders of the Cell Therapy Center of Excellence (CoE) and Autonomous Labs Accelerator. This position plays a critical role in maximizing executive effectiveness through expert calendar and meeting management, communications, travel planning, and operational execution. Approximately 50% of time will be dedicated to each organization.

As a trusted partner working across company divisions, the Senior ABP ensures leadership priorities are coordinated, executives are well-prepared, and daily operations run seamlessly. The ideal candidate thrives in a fast-paced, dynamic environment, demonstrates excellent judgment, proactively anticipates needs, and fosters relationships across diverse stakeholder groups.

Key Responsibilities

Executive Support (50%)

• Provide comprehensive administrative support to executive leaders, enabling focus on strategic priorities.
• Manage complex calendars and coordinate schedules across multiple time zones.
• Organize domestic and international travel, including detailed itineraries and on-the-go support.
• Prepare leaders for meetings by coordinating agendas, briefing materials, presentations, and tracking follow-up actions.
• Screen and prioritize meeting requests; serve as the main point of contact for executive communications.
• Draft, edit, and format presentations, correspondence, reports, and other materials.
• Handle expense reports, purchase requests, invoices, and other executive-related transactions.
• Exercise utmost discretion and sound judgment with sensitive information and competing priorities.

Team Operations & Program Coordination (50%)

• Support day-to-day team operations, including coordination of recurring leadership/team meetings, workshops, offsites, and organizational events.
• Facilitate onboarding of new team members; coordinate schedules, resources, training, and integration activities.
• Maintain shared resources such as documentation, distribution lists, and collaboration sites.
• Coordinate logistics for cross-functional meetings with internal leaders, external collaborators, and cross-site teams.
• Partner with finance, human resources, procurement, communications, and other business functions to ensure smooth program operations.
• Manage vendor engagement, including purchase orders, statements of work, contracts, and invoice processing.
• Support laboratory and office logistics such as space planning, equipment moves, facilities coordination, and site services collaboration.
• Identify and champion process improvements, leveraging digital tools and AI-enabled solutions to drive team efficiency.
• Oversee large laboratory moves (8,500+ sq ft), including equipment/material relocations, space management, and vendor communications.

Qualifications

Required:

• Minimum 7 years of experience providing high-level administrative support to senior leaders.
• Demonstrated ability to manage multiple priorities with superior attention to detail.
• Strong experience in complex calendar, travel, meeting, and event coordination.
• Excellent written and verbal communication skills.
• High degree of professionalism and commitment to confidentiality.
• Proficiency with Google Workspace, Microsoft Office, Zoom, and collaboration platforms.
• Proven ability to support cross-functional teams in fast-paced environments.

Preferred:

• Experience supporting executives in biotechnology, healthcare, or large matrixed organizations.
• Expertise managing support for multiple executives simultaneously.
• Familiarity with procurement, contract management, and financial administrative processes.
• Experience with digital productivity solutions and AI-enabled tools for workflow optimization.

Core Competencies

• Exceptional organizational and time management skills
• Initiative and proactive problem-solving abilities
• Executive presence and professionalism
• Strong customer service orientation
• Collaborative relationship-building skills
• Adaptability, resilience, and flexibility
• Sound judgment and discretion
• Commitment to continuous improvement

Application Questions

1. Dual Executive Support:
   This role requires supporting two senior executives simultaneously, each with complex priorities and demanding schedules. Please describe your experience supporting multiple leaders. What strategies do you use to balance competing needs while ensuring each executive feels well supported?

2. Navigating Competing Priorities:
   Administrative Business Partners are often trusted partners to multiple leaders. Tell us about a time when you were caught between competing priorities or conflicting expectations from different stakeholders. How did you navigate the situation while maintaining trust, professionalism, and strong working relationships?

3. Operational Project Management:
   This position requires balancing executive support with operational responsibilities such as coordinating cross-functional initiatives, managing vendors, supporting lab moves, and improving administrative processes. Please describe an example of a complex operational project you led or coordinated. What was your role, and what was the outcome?

As part of our promise to talent, Kelly supports those who work with us through a variety of benefits, perks, and work-related resources. Please note: The following benefits reflect Kelly's general offerings. Eligibility may vary by assignment, location, and job type. Kelly offers eligible employees voluntary benefit plans including medical, dental, vision, telemedicine, term life, whole life, accident insurance, critical illness, a legal plan, and short-term disability. As a Kelly employee, you will have access to a retirement savings plan, service bonus and holiday pay plans (earn up to eight paid holidays per benefit year), and a transit spending account. In addition, employees are entitled to earn paid sick leave under the applicable state or local plan. Click here for more information on benefits and perks that may be available to you as a member of the Kelly Talent Community.

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