Senior Administrative Business 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 is partnering with a leading biotechnology/life sciences company to identify an Senior Administrative Business Partner for an opportunity in South San Francisco, CA.

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.

Requirements

• 5-7 years of experience in administrative support, executive support, operations, or project management.
• 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 and sound judgment.
• 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.
• Strong proficiency in Microsoft Office, including PowerPoint, Excel, and Word.
• Strong knowledge of Google Workspace, including Gmail, Google Calendar, Google Sheets, Google Slides, and Google Meet.
• Experience with collaboration and meeting tools such as Trello and Zoom.
• Ability to train and provide guidance to others on company systems, processes, and administrative tools.
• Bachelor’s degree (BS/BA) or equivalent industry experience.

Additional Details

• Location model: 100% Onsite
• Location: South San Francisco, CA
• Schedule: Monday-Friday, Business Hours
• Position Type: 12-month contract with potential to extend
• Pay range approved: $60/hr - $80/hr depending on experience

Equal Employment Opportunity

PrideGlobal and it's affiliates are an equal opportunity employer. We do not discriminate on the basis of the race, religious creed, color, national origin, ancestry, physical disability, mental disability, reproductive health decision making, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, veteran or military status, or any other characteristic protected by applicable federal, state, or local law.

Fair Chance Employment

PrideGlobal and it's affiliates are a Fair Chance employer. We consider all qualified applicants, including those with criminal histories, in a manner consistent with applicable state and local Fair Chance laws and ordinances, including, the California Fair Chance Act and all applicable local Fair Chance ordinances.

Accommodations

We are committed to providing reasonable accommodations to applicants and employees with disabilities. If you require a reasonable accommodation to participate in the application or interview process, or to perform the essential functions of this role, please contact us.

Only applicable for San Francisco Candidates:

Under the San Francisco Lactation in the Workplace Ordinance, we will provide written notice of lactation accommodation rights, and this notice will automatically be given upon hiring, any inquiry of parental leave or lactation accommodation.

Only applicable for Kentucky positions:

For this type of employment, state law requires a criminal record check as a condition of employment. This applies to direct care staff (Examples: RN, LPN, Nurse Aides, Therapists) referred to Kentucky nursing facilities, assisted living communities, or long-term care facilities, in accordance with KRS 216.793.