Sr Administrative Business Partner

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

Job summary

An established industry player is seeking a highly organized Administrative Coordinator to support senior leaders and manage complex scheduling and project logistics. This role involves planning large internal meetings, managing relationships with stakeholders, and ensuring smooth onboarding processes for new hires. The ideal candidate will have extensive experience in administrative roles within the pharmaceutical or biotechnology sectors, showcasing exceptional multitasking abilities and attention to detail. Join a dynamic team where your contributions will significantly impact organizational efficiency and team cohesion.

Benefits

Medical Insurance

Dental Insurance

Vision Insurance

401K Plan

Qualifications

• 5-7 years of experience in administrative or project management roles.
• Ability to manage confidential information with discretion.

Responsibilities

• Manage scheduling and logistics for internal and external meetings.
• Oversee onboarding processes and team building events.

Skills

Project Management

Multitasking

Confidentiality

Communication

Collaboration

Education

BS/BA degree

Tools

Microsoft Office

Google Suite

cSuite Tools

Trello

Zoom

Job description

Description:

● Highly skilled in Google Suite and manage shared team drives and complex scheduling requests, potentially across multiple time zones.

● 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 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 gSites, Currents, 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.

● Define centralized office supplies process.

● 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.

● Ability to multitask, prioritize and execute tasks independently. May assist in the coordination of workflow 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, Jamboard, gMeet, ZOOM) and able to provide instruction or training to others as needed.

● Familiarity with Genentech organization 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 $32.23 - $42.97/hr on W2.

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