Principal Administrative Business Partner

Job Title

Pay Range: $103.69hr - $108.69hr

Requirements/Must Have:

• 5-7 years related administrative, operations or project management experience.
• 5-7 years supporting Senior Level Executive (Sr. Director and above, VP and above preferred).
• Previous experience must include responsibilities for managing confidential information.
• 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.
• Strong emotional intelligence, discretion, and confidentiality.
• Proactive approach to thinking ahead and solving problems before they escalate.
• Strong verbal and written communication skills, speaking and writing in a polite, direct, and professional way with accuracy.
• In depth knowledge of Microsoft Office (Powerpoint, Excel and Word).
• In depth knowledge of cSuite Tools (including gMail, gCal, gSheets, gSlides, Trello, gMeet, ZOOM) and ability to provide instruction or training to others as needed.

Responsibilities:

• Independently manage complex scheduling across various time zones and manage various top management levels of internal and external stakeholders with a high level of confidentiality.
• Utilize expert knowledge of available IT systems and collaboration tools.
• Manage the scheduling of senior committee meetings, global summits and department offsites including all staff, leadership teams, and cross functional meetings.
• Lead the planning, organization, and execution of large-scale meetings involving complex schedules across multiple time zones.
• Partner with managers to design agendas and manage the distribution of all meeting materials and rolling agendas for standing committees.
• Drive the planning and execution of all large department-wide offsites and onsites, including Global Town Halls and team meetings.
• Independently lead the planning and execution of meetings at Congress events and Global Summits, including venue and speaker selection, technical AV requirements, catering, and contract management.
• Draft email communications on behalf of managers, teams, and department leaders.
• Partner with leaders to plan communication strategy for internal department communications.
• Partner with the communications team to track, manage, prepare, and support various communication engagements.
• Manage departmental gSites, Spaces, websites, and newsletters by collecting content and overseeing maintenance.
• Coordinate collecting and implementing feedback for communications when applicable.
• Manage overall space planning process, serving as a thought partner for strategy and main project manager.
• Partner with leaders to create team agreements.
• Serve as a thought partner with leadership to assess employee engagement and share ideas for enhancing the work environment.
• Manage complex candidate and interview processes.
• Manage administrative components and logistics of onboarding including overseeing first 30 days checklists and relocation.
• Serve as an external stakeholder connector.
• Keep up-to-date on system changes and organize trainings for the team and other administrative staff.
• Process and manage vendor/speaker engagements, contracts, and payments, including RFP and vendor selection.

Nice To Have:

• Experience gained in the pharmaceutical/biotech industry is strongly preferred.
• Previous work experience within the organization is strongly preferred.
• Previous experience training other staff in company or departmental systems and processes is strongly preferred.
• Familiarity with the organizational structure is strongly preferred.

Skills:

• Microsoft Office.
• Powerpoint.
• Excel.
• Word.
• cSuite Tools.
• gMail.
• gCal.
• gSheets.
• gSlides.
• Trello.
• gMeet.
• ZOOM.
• Project Management.
• Contract Management.
• Event Planning.
• Strategic Planning.

Qualification And Education:

• BS/BA degree or equivalent industry experience.
• Exercises judgment and discretion of highly sensitive and proprietary information.
• Oversees and promotes accuracy and attention to detail of work systems and procedures.
• Drives the decision making process independently based on breadth of experience and strategic context.