Administrative Business Partner II - Tailored Management

Job Title: Administrative Associate Business Partner
Job Location: 1 DNA Way, South San Francisco, CA 94080
Job Type: Contract
Contract Duration: 6 Months
Contract with possible extension depending on business need and performance.

Job Description:
The Sr. Administrative Business Partner will provide support to the PTQ Organization both locally and globally. This person will work as a backup for other Admins in the group as needed for administrative duties and support a Department Head. They will be expected to coordinate activities between departments and outside parties as needed. This role is part of a global group of Admins that works locally, regionally and globally. Teamwork and collaboration is essential to be successful in this role.

We are looking for someone who is quick to learn, engages with others, takes ownership, is a critical thinker and works well under pressure to think outside the box. Understanding how to deal with people at all levels is important as this person will interface with people throughout the company.

Job Responsibilities:

• Highly skilled in Google Suite and manage shared team drives and complex scheduling requests, potentially across multiple time zones
• Advanced knowledge of available 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

Required Skills and Qualifications:

• An average of 3-5 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), cSuite Tools (including gMail, gCal, gSheets, gSlides, Trello, Jamboard, gMeet, ZOOM) and able to provide instruction or training to others as needed
• Familiarity with organization strongly preferred
• BS/BA degree or equivalent industry experience