Administrative Business Partner

Job Title

Requirement/Must Have:

• 1+ years related administrative, operations, or project support experience (experience gained in the pharmaceutical/biotechnology industry is preferred).
• Ability to handle routine and impromptu assignments with minimal supervision.
• Collaborative, supports team development, seeks all relevant or useful information for the team, willing to contribute and assist others in the department as needs arise.
• Ability to handle and exercise judgment and discretion concerning sensitive, confidential and proprietary information.
• Demonstrates accuracy and attention to detail of own and other's work.
• Confident operating within a well-defined job scope and a shared decision-making process.
• In-depth knowledge of Microsoft Office (PowerPoint, Excel and Word), cSuite Tools (including gMail, gCal, gSheets, gSlides, Trello, Jamboard, gMeet, ZOOM).
• Familiarity with the organization preferred.
• High school diploma and equivalent industry experience preferred.

Responsibilities:

• Highly skilled in Google Suite and able to manage gCal scheduling of department, team and ad hoc meetings with both internal and external stakeholders (onsite, offsite, live or virtual).
• Proficient in all available tech meeting platforms including in-room technology, video conferences, Google Meets, Zoom and global webcasts.
• Schedule and support external candidate interviews.
• Lead the coordination and execution of small internal/within department meetings of 3-6 people and internal standing meetings small team off-sites (1 day with no sleeping rooms and no activities) and on-sites including sprints and face-to-face team meetings.
• Support the planning and execution of department-wide staff meetings (e.g. Town Halls, department meetings), including meeting logistics such as agenda creation/distribution, meeting materials, catering, room setup.
• Support to ensure attendees are prepared to participate in meetings including AV connection, gMeets, Zoom info, etc.
• Send communications on behalf of someone (note: complexity depends upon the person requesting).
• Manage communications for day-to-day team operations, including changes in policies, processes, department reminders (e.g. handling of gifts, etc.), and team agreements.
• Plan and coordinate team huddles and small team events (community driven, informal).
• Ensure that employees are recognized for milestones (anniversaries, weddings, birthdays, etc.) based on department guidelines and company policies.
• Serve as the internal and external face/liaison between the team and the organization, acting appropriately and professionally.
• Possess a general knowledge of available IT systems such as cSuite, virtual conference tools.
• Submit facilities, IT, and Site Service requests.
• Manage purchase orders, invoices, payment tracking and vendor maintenance.
• Facilitate new hire onboarding, executing the first 30 days checklist in addition to ensuring technology is available and functional for the new hire.
• Manage distribution lists, print services, office supply process and shipping/receiving.