Biotech Executive Administrative Partner

Russell Tobin; South San Francisco (CA); On-site; USD 83,000 - 110,000; Full time

Job summary

Russell Tobin partners with a leading biotechnology/life sciences company to identify a Senior Administrative Business Partner for a 12-month contract in South San Francisco, CA. The role focuses on complex scheduling, executive support, and cross-functional coordination with a strong emphasis on confidentiality.

The candidate will manage calendars, plan large meetings, coordinate events, and create communications across departments.

Qualifications

• 5-7 years of administrative, executive support, operations, or project management experience.
• Experience supporting Senior Director-level and above; VP-level support preferred.
• Experience in the pharmaceutical, biotechnology, or life sciences industry strongly preferred.
• Experience handling confidential and highly sensitive information with discretion.
• Strong experience managing complex calendars, meetings, events, and multiple priorities.
• Proven ability to independently plan, organize, prioritize, and execute projects across cross-functional teams.
• Strong communication, problem-solving, organizational, and interpersonal skills.
• High emotional intelligence, professionalism, discretion, and proactive problem-solving ability.
• Ability to anticipate issues, think ahead, and resolve problems before they become larger challenges.
• Ability to train and provide guidance to others on company systems, processes, and administrative tools.
• Bachelor’s degree (BS/BA) or equivalent industry experience.

Responsibilities

• Manage complex scheduling across multiple time zones while supporting senior-level internal and external stakeholders with a high level of confidentiality.
• Coordinate senior committee meetings, global summits, leadership meetings, department offsites, cross-functional meetings, and team events.
• Lead the planning and execution of large-scale meetings, including agendas, meeting materials, logistics, AV/technical requirements, catering, speakers, venues, and contracts.
• Partner with leaders and cross-functional teams to develop agendas, manage communications, and coordinate meeting materials.
• Support department-wide offsites, global town halls, team meetings, congress events, and global summits.
• Draft professional communications on behalf of managers, leaders, and departments.
• Manage departmental Google Sites, shared spaces, websites, newsletters, and other communication platforms.
• Support space-planning initiatives, employee engagement activities, team agreements, and internal communications.
• Manage complex candidate interview scheduling and onboarding logistics, including first-30-day checklists and relocation coordination.
• Coordinate vendor and speaker engagements, contracts, payments, RFPs, and vendor selection.
• Serve as a key connector between internal teams, leadership, candidates, vendors, and external stakeholders.
• Provide guidance and training to team members on administrative systems, processes, and productivity tools.

Skills

Administrative support

Calendar management

Communication

Discretion

Cross-functional

Education

Bachelor’s degree (BS/BA) or equivalent

Tools

Microsoft Office

PowerPoint

Excel

Word

Google Workspace

Google Calendar

Trello

Zoom

Job description

Russell Tobin partners with a leading biotechnology/life sciences company to identify a Senior Administrative Business Partner for a 12-month contract in South San Francisco, CA. The role focuses on complex scheduling, executive support, and cross-functional coordination with a strong emphasis on confidentiality.

The candidate will manage calendars, plan large meetings, coordinate events, and create communications across departments.