Senior Administrative Business Partner

Spectraforce Technologies; South San Francisco (CA); On-site; USD 55,000 - 83,000; Full time

Job summary

The Senior Administrative Business Partner will play a vital role in supporting seamless operations, communication, and engagement across DDA. This onsite role provides high-level administrative and logistical support to senior leaders and cross-functional teams, aiding in the planning and execution of major meetings and department-wide initiatives.

Based in a Data, Digital, and Analytics environment, you will handle scheduling, event planning, and confidential communications, contributing to a

Qualifications

• 7 years related administrative, operations or project management experience.
• Experience working with senior leaders/management.
• Ability to multitask, prioritize and execute tasks independently.
• Familiar with handling confidential information with discretion.

Responsibilities

• Provide high-level administrative and logistical support to senior leaders and cross-functional teams.
• Plan and execute meetings, events, and department-wide initiatives across multiple locations.
• Manage scheduling, communications, and dissemination of meeting materials.
• Coordinate onboarding, vendor relationships, and offsite planning as needed.
• Draft communications and maintain department intranet sites and newsletters.

Skills

Executive support

Stakeholder management

Multitasking

Discretion

Attention to detail

Education

BS/BA degree

Tools

Microsoft Office

Google Meet

Microsoft Teams

Zoom

Job description

Position Title

Senior Administrative Business Partner

Work Location

1 DNA Way, South San Francisco, CA, 94080

Assignment Duration

6 Months

Work Arrangement

Onsite

Position Summary

The Senior Administrative Business Partner will play a vital role in supporting seamless operations, communication, and engagement efforts across DDA. This individual will provide high-level administrative and logistical support to senior leaders and cross-functional teams, contributing to the planning and execution of critical meetings, events, and department-wide initiatives.

Background & Context

Our Data, Digital, and Analytics (DDA) team is dedicated to solving complex healthcare challenges and improving patient outcomes. DDA empowers business partners across Commercial, Medical, and Government Affairs (CMG) to make impactful decisions by leveraging data, analytics, business products, and AI/ML to enable fast, targeted actions in rapidly evolving business contexts. DDA fosters a unified understanding of customers, actions, and outcomes by integrating analytics and insights seamlessly into CMG's evolving digital, data, and automation platforms, creating scalable solutions and eliminating silos. In DDA, you will work as a trusted, objective advisor and expert, recommending critical decisions and actions to be taken with credibility and a focus on driving measurable impact. You will be part of a thriving culture built on collaboration and innovation.

Key Responsibilities

• Highly skilled in Microsoft Suite and manage shared team drives and complex scheduling requests, potentially across multiple time zones.
• Advanced knowledge of available our organization IT systems (ex: 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 intranet sites, newsletters, common drives, knowledge management portal, etc. (collect content, distribute information, oversee maintenance).
• Coordinate collecting and implementing feedback for communications when applicable.
• Coordinate certain logistics of moves (space management), closely collaborating with the 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 training and organize for the team and/or other admins in dept.
• Process and manage vendor/speaker engagements, contracts and payments, etc.
• Autonomously maintain department org charts.

Qualification & Experience

• 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), virtual collaboration Tools (including google meet, microsoft teams, zoom) and able to provide instruction or training to others as needed.
• Familiarity with our organization strongly preferred.
• BS/BA degree or equivalent industry experience.