Senior Administrative Business Partner

Apollo Professional Solutions; South San Francisco (CA); On-site; USD 110,000 - 160,000; Full time

Job summary

Apollopros is seeking a Senior Administrative Business Partner to provide strategic administrative and operational support to senior leaders, with a focus on executive calendar management, communications, and large-scale event coordination. This role spans across cross-functional teams in data, digital, analytics, and life sciences programs.

You will partner with leaders to drive operational excellence, manage complex schedules, prepare materials, and support onboarding and internal

Qualifications

• 7+ years of experience in administrative support, business operations, or related roles.
• Experience supporting senior executives and leadership teams in a complex organization.
• Advanced proficiency in Microsoft Office Suite (PowerPoint, Excel, Word, Outlook).
• Strong knowledge of virtual collaboration platforms (Microsoft Teams, Zoom, Google Meet) and webcasting.
• Ability to manage multiple priorities, work independently, and handle confidential information.

Responsibilities

• Manage complex calendars and scheduling across multiple time zones.
• Support senior leaders with day-to-day administrative operations and strategic initiatives.
• Prepare agendas, presentations, and meeting materials; track follow-ups.
• Draft and distribute communications on behalf of leadership and teams.
• Coordinate candidate interviews and onboarding logistics; assist with hiring processes.
• Plan and coordinate large internal meetings, offsites, and events; handle logistics.

Skills

Administrative support

Operations coordination

Stakeholder management

Executive support

Event planning

Education

Bachelor's degree

Tools

Microsoft Office

PowerPoint

Excel

Word

Outlook

Microsoft Teams

Zoom

Google Meet

Webcasting

Job description

Senior Administrative Business Partner

Location: South San Francisco, CA

About the Opportunity

Join a high-impact Data, Digital, and Analytics organization that partners across Commercial, Medical, and Government Affairs teams to solve complex business challenges through data, analytics, digital solutions, automation, and AI/ML-driven insights. We are seeking an experienced Senior Administrative Business Partner to provide strategic administrative, operational, and project support to senior leaders and cross-functional teams. This role is ideal for a highly organized professional who excels at executive support, large-scale event coordination, internal communications, stakeholder management, and driving operational excellence in a fast-paced environment. As a trusted business partner, you will help ensure seamless team operations, support leadership initiatives, coordinate high-visibility meetings and offsites, and enhance team engagement across a global organization.

Key Responsibilities

Executive & Administrative Support

• Manage complex calendars, scheduling, and meeting coordination across multiple time zones.


• Support senior leaders with day-to-day administrative operations and strategic initiatives.


• Prepare agendas, presentations, meeting materials, and follow-up action items.


• Draft and distribute communications on behalf of leadership and department teams.


• Maintain organizational charts and departmental resources.

Meeting & Event Management

• Plan and coordinate large internal meetings, department-wide events, leadership offsites, and workshops.


• Lead execution of meetings requiring webcasting, virtual collaboration technology, and sophisticated logistics.


• Coordinate multi-day offsites involving multiple locations, travel arrangements, and cross-functional stakeholders.


• Attend meetings, capture notes, track action items, and ensure timely follow-up.

Communications & Knowledge Management

• Manage intranet sites, newsletters, shared drives, portals, and knowledge management resources.


• Collect, organize, and distribute content to support effective internal communications.


• Coordinate feedback collection and implementation for communication initiatives.


• Support team engagement, connectivity, and information-sharing efforts.

Talent, Onboarding & Team Operations

• Coordinate candidate interviews, feedback collection, hiring documentation, and recruitment logistics.


• Partner with hiring managers and talent acquisition teams throughout the hiring process.


• Manage onboarding logistics, including orientation support, equipment coordination, and new-hire communications.


• Organize team-building events, workshops, and professional development activities.


• Coordinate training opportunities for teams and administrative staff.

Vendor & Business Operations Support

• Manage vendor and speaker engagements, contracts, payments, and related administrative processes.


• Coordinate workspace and move logistics in partnership with facilities and space planning teams.


• Maintain strong relationships with internal and external stakeholders while handling highly confidential information.

Required Qualifications

• Minimum 7 years of experience in administrative support, business operations, project coordination, or related roles.


• Experience supporting senior executives and leadership teams in a complex organizational environment.


• Advanced proficiency in Microsoft Office Suite, including PowerPoint, Excel, Word, Outlook, and shared team drives.


• Strong knowledge of virtual collaboration platforms such as Microsoft Teams, Zoom, Google Meet, and webcasting technologies.


• Proven ability to manage multiple priorities, work independently, and execute with minimal supervision.


• Exceptional organizational, communication, and stakeholder management skills.


• Demonstrated ability to handle confidential and sensitive information with discretion.


• Strong attention to detail, accuracy, and process improvement.

Preferred Qualifications

• Experience within the pharmaceutical, biotechnology, healthcare, or related life sciences industries.


• Familiarity with large matrixed organizations and global teams.


• Experience supporting large-scale meetings, leadership events, and cross-functional initiatives.


• Education Bachelor's degree (BS/BA) or equivalent combination of education and relevant industry experience.

Why You’ll Succeed

This role offers the opportunity to serve as a trusted partner to senior leadership while influencing team effectiveness, employee engagement, and operational success. If you thrive in a fast-paced environment and enjoy balancing executive support, project coordination, communications, and event management, this is an outstanding opportunity to make a meaningful impact.

Keywords: Senior Administrative Business Partner, Executive Assistant, Administrative Operations, Business Operations, Project Coordination, Executive Support, Leadership Support, Event Planning, Meeting Coordination, Onboarding, Internal Communications, Stakeholder Management, Hybrid Administrative Roles, South San Francisco Jobs, Life Sciences Careers, Business Partner Jobs.