Senior Admin Business Partner

WillHire; South San Francisco (CA); On-site; USD 100,000 - 125,000; Full time

Job summary

A leading company is seeking a Senior Administrative Business Partner to support executives and manage administrative functions in South San Francisco. This role requires extensive experience in project management, multitasking, and proficiency in various business tools. The successful candidate will coordinate meetings, manage stakeholder relationships, and contribute to overall team success in a dynamic environment.

Benefits

Medical benefits

Dental benefits

Vision benefits

401K options

Qualifications

• 5-7 years of administrative or project management experience, preferably in biotech.
• Experience working with senior leaders is preferred.
• In-depth knowledge of MyBuy desired.

Responsibilities

• Manage scheduling and logistics for internal and external meetings.
• Oversee the planning of internal offsites and team building events.
• Handle sensitive and confidential information with discretion.

Skills

Multitasking

Attention to detail

Discretion

Collaboration

Education

BS/BA degree or equivalent industry experience

Tools

Microsoft Office

cSuite Tools

MyBuy

Google Suite

Job description

Job Description:

The purpose of the Senior Administrative Business Partner (ABP) is to support the PTQ Leadership Team, PTQ Global teams, and the PTQ SSF community with coordination and execution of administrative tasks and projects, events, and meeting management to ensure continued success across Quality functions to meet PTQs vision of “All Value, Zero Waste, For Patients”. This person will act as a deputy for other ABPs within PTQ as needed and may take on the roll as a Primary Point of Contact (PPoC) for a Leadership Team Member if needed.

Job Responsibilities:

• Highly skilled in Google Suite and manage shared team drives and complex scheduling requests, potentially across multiple time zones
• Manage the contract and PO process for the NA team using MyBuy and DocuSign
• Advanced knowledge of available Genentech 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 meetings, 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 Spaces, 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
• Autonomously maintain department org charts

Functional Job Responsibilities: (30% specific to the role)

Items specific to the role

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
• In-depth knowledge of MyBuy is greatly desired
• 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, gMeet, ZOOM), and is able to provide instruction or training to others as needed
• Familiarity with Genentech organization is strongly preferred
• BS/BA degree or equivalent industry experience

Hourly Pay Rate Range (dependent on location, experience, expectation)

The pay range that Magnit reasonably expects to pay for this position is$27.32 - $36.43/hr on W2

Benefits: Medical, Dental, Vision, 401K (provided minimum eligibility hours are met)