Administrative Assistant

inSync Staffing; South San Francisco (CA); Hybrid; Full time

Job summary

A leading staffing company is seeking a Senior Administrative Business Partner for a 3-month hybrid role in South San Francisco. The candidate will manage complex schedules, support high-level internal and external meetings, and coordinate logistics for onboarding and team events. Preferred applicants will have 5-7 years of experience, particularly in a pharmaceutical or biotechnology environment, and demonstrate strong multitasking and collaboration skills. Health insurance, retirement plans, and other benefits are included.

Benefits

Health insurance

Dental insurance

Vision insurance

Life insurance

Retirement plan

Qualifications

• 5-7 years of related administrative, operations, or project management experience.
• Experience working with senior leaders.
• Knowledge of complex scheduling and IT systems.

Responsibilities

• Manage relationships with internal and external stakeholders while maintaining confidentiality.
• Coordinate logistics for large internal meetings and team-building events.
• Assist in managing candidate interview processes.

Skills

Multitasking

Attention to Detail

Collaboration

Judgment and Discretion

Education

BS/BA degree or equivalent industry experience

Tools

Microsoft Office (PowerPoint, Excel, Word)

cSuite Tools (gMail, gCal, gSheets, gSlides, gSlides, Trello, Jamboard, gMeet, ZOOM)

Job description

Sr Administrative Business Partner

Pay Rate/Range: $30.00 to $42.00

Hours: 8:00 a.m. to 5:00 p.m.

Location: Hybrid in South San Francisco, CA

Duration: 3 months

Job Responsibilities:

● Highly skilled in Google Suite and manage shared team drives and complex scheduling requests, potentially across multiple time zones

● Advanced knowledge of IT systems (ex: cSuite, virtual collaboration tools)

● Manage relationships with internal and external stakeholders, often with a high level of confidentiality required

● Plan large mid-level, internal meetings (e.g. department meeting, large team/committee)

● Manage scheduling meetings with external business partners. Oversee preparation and post-meeting needs

● Lead the planning & execution of internal meetings requiring webcasting, sophisticated technology, etc.

● Independently lead the planning & execution of complex team offsites (involving multiple locations, days, activities, and/or travel needs)

● Contribute to and assist with agenda and meeting material creation and distribution, flow of offsite events and meetings, etc

● Attend all internal meetings & assist in note-taking and/or action item follow up

● Draft email communications on behalf of manager, team, department, leader, etc

● Manage departmental gSites, Currents, websites, newsletters, etc. (collect content, distribute information, oversee maintenance)

● Coordinate collecting and implementing feedback for communications when applicable

● Coordinate certain logistics of moves (space management), closely collaborate with administrative space planning lead

● Manage candidate/interview process (hosting candidate, collecting feedback, preparing hiring/promotion package for review committee, partnering with Talent Acquisition and Hiring Manager throughout the process)

● Manage administrative components and logistics of onboarding (ensure new hires have information for orientation, welcome events, new devices, etc.)

● Manage and plan team building events & workshops

● Keep up-to-date on available trainings and organize for team and/or other admins in dept

● Process and manage vendor/speaker engagements, contracts and payments, etc

● Define centralized office supplies process

● Autonomously maintain department org charts

Required Skills and Qualifications:

● An average of 5-7 years related administrative, operations or project management experience (experience gained in pharmaceutical / biotechnology industry is preferred.)

● Experience working with senior leaders/management

● Ability to multitask, prioritize and execute tasks independently. May assist in the coordination of work flow among team members

● Collaborative, initiates and facilitates team development, ensures all relevant or useful information within the team is shared, works with different functions to achieve the best overall outcome

● 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, communicates and ensures standards for accuracy and detail within the team

● Based on breadth of experience, skill and strategic context, makes decisions independently and with minimal need of external input/validation

● In depth knowledge of Microsoft Office (Powerpoint, Excel and Word), cSuite Tools (including gMail, gCal, gSheets, gSlides, Trello, Jamboard, gMeet, ZOOM) and able to provide instruction or training to others as needed

● BS/BA degree or equivalent industry experience

Benefits:

Health insurance

Health savings account

Dental insurance

Vision insurance

Flexible spending accounts

Life insurance

Retirement plan

All qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

We also consider qualified applicants regardless of criminal histories, consistent with legal requirements. Pursuant to applicable state and municipal Fair Chance Laws and Ordinances, we will consider for employment-qualified applicants with arrest and conviction records. For Los Angeles, CA applicants: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.