Principal Administrative Business Partner

Senior Executive Administrative / Operations Role

Job Responsibilities

• Independently manage complex scheduling across multiple time zones while supporting senior management and internal and external stakeholders with a high level of confidentiality.
• Demonstrate expert knowledge of available client IT systems, including cSuite and collaboration tools.
• Manage scheduling for senior committee meetings, global summits, department offsites, leadership meetings, cross-functional meetings, and all-staff meetings.
• Lead the planning, organization, and execution of large-scale meetings involving multiple time zones and key internal and external stakeholders.
• Partner with managers or assigned leads to develop agendas, distribute meeting materials, and maintain rolling agendas for standing committee and team meetings.
• Collaborate with Strategic Event Services to plan and execute large department-wide offsites and onsites, including Global Town Halls and team meetings.
• Independently lead planning and execution of meetings at Congress events and Global Summits, including venue and speaker selection, technical AV requirements, catering, agenda development, and contract management.
• Draft email communications on behalf of managers, teams, departments, and leaders.
• Partner with leaders to develop communication strategies for internal departments.
• Collaborate with communications teams to track, manage, prepare, and support various communications and engagement activities.
• Manage departmental gSites, Spaces, websites, newsletters, and related communication platforms, including content collection, information distribution, and maintenance.
• Coordinate the collection and implementation of feedback related to communications when applicable.
• Manage the overall space planning process, including developing team placement strategies, presenting recommendations to leadership, and serving as the primary project manager.
• Partner with leaders to create and implement team agreements.
• Serve as a thought partner to leadership by assessing employee engagement, conducting informal pulse checks, and recommending ideas to enhance engagement.
• Manage complex candidate and interview processes.
• Manage administrative components and logistics of onboarding, including overseeing the first 30-day checklist and relocation activities.
• Serve as a connector between the organization and external stakeholders.
• Stay up to date on cSuite changes and organize training sessions for team members and other administrative staff within the department.
• When needed, assume the responsibilities of an Administrative Lead.
• Process and manage vendor and speaker engagements, contracts, payments, RFPs, and vendor selection.
• Functional Job Responsibilities: 30% of responsibilities will be specific to the role.

Required Skills and Qualifications

• 5-7 years of related administrative, operations, or project management experience; experience in the pharmaceutical or biotech industry is strongly preferred.
• Previous work experience with the client is strongly preferred.
• Demonstrated experience managing confidential and sensitive information.
• Previous experience training staff on company or departmental systems, processes, and administrative tools is strongly preferred.
• Proven track record of meeting or exceeding objectives and goals.
• Ability to plan, coordinate, organize, and prioritize work across multiple functional groups while executing strategically.
• Ability to take a lead role in assessing and coordinating workflow among team members.
• Ability to create a collaborative and productive work environment and actively seek and integrate input from various parts of the organization.
• Strong conflict-resolution skills and the ability to address complex issues effectively.
• Excellent judgment and discretion when handling highly sensitive and proprietary information.
• Strong attention to detail with a focus on accuracy, process improvement, and operational efficiency.
• Ability to independently drive decision-making processes based on experience, skills, and strategic context.
• In-depth knowledge of cSuite tools, including Gmail, Google Calendar, Google Sheets, Google Slides, Trello, Google Meet, and Zoom.
• Ability to identify, promote, and train others on innovative tools that improve efficiency and productivity.
• Familiarity with the client's organization is strongly preferred.
• BS/BA degree or equivalent industry experience.

Additional Requirements
Soft Skills

• Strong emotional intelligence, discretion, confidentiality, and proactive problem-solving skills.
• Ability to anticipate needs and resolve issues before they become larger problems.
• Excellent verbal and written communication skills with a polite, direct, professional, and accurate communication style.

Hard / Technical Skills

• In-depth knowledge of Microsoft Office, including PowerPoint, Excel, and Word.
• In-depth knowledge of cSuite tools, including Gmail, Google Calendar, Google Sheets, Google Slides, Trello, Google Meet, and Zoom.
• Ability to provide instruction and training to others as needed.

Experience

• Minimum 5-7 years of experience supporting senior-level executives, preferably Senior Directors and above; VP-level support is preferred.

Education

• BS/BA degree in a related field or equivalent industry experience.

Interview Process

• Phone Screen
• Two-Person Panel Interview
• Two-Person Final Interview

Work Arrangement: Onsite

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