Administrative Business Partner

Administrative & Operations Coordinator

Administrative & Operations Coordinator

Role Summary

You will oversee the full interview lifecycle, including travel logistics, to provide a welcoming and seamless introduction to our team. Additionally, you will coordinate essential onboarding activities and support broader administrative operations to ensure new hires and internal teams are positioned for long-term success.

We seek a proactive, adaptable professional who excels in dynamic environments, enjoys interpersonal collaboration, and possesses a continuous improvement mindset.

Job Responsibilities

• Demonstrate strong proficiency in Google Suite and manage Google Calendar (gCal) scheduling for department, team, and ad hoc meetings with internal and external stakeholders, including onsite, offsite, live, and virtual meetings.
• Utilize available technology meeting platforms, including in-room technology, video conferencing, Google Meet, Zoom, and global webcasts.
• Schedule and support external candidate interviews.
• Lead the coordination and execution of small internal or departmental meetings involving 3-6 people, as well as small-team offsites and onsite meetings, including one-day offsites, sprints, and face-to-face team meetings.
• Support the planning and execution of department-wide staff meetings, including Town Halls and department meetings. Coordinate agendas, meeting materials, catering, room setup, and related logistics.
• Ensure attendees are prepared to participate in meetings, including AV connections, Google Meet, Zoom information, and other technical requirements.
• Prepare and send communications on behalf of team members or department leaders, with complexity varying based on the request.
• Manage communications for day-to-day team operations, including policy and process changes, department reminders, team agreements, and related communications.
• Plan and coordinate team huddles and small, informal team events driven by the community.
• Ensure employees are recognized for milestones such as anniversaries, weddings, and birthdays in accordance with department guidelines and company policies.
• Serve as the internal and external face and liaison between the team and Genentech, representing the organization appropriately and professionally.
• Maintain general knowledge of available Genentech IT systems, including cSuite and virtual conference tools.
• Submit Facilities, IT, and Site Services requests as needed.
• Manage purchase orders, invoices, payment tracking, and vendor maintenance.
• Facilitate new-hire onboarding, including execution of the first 30-day checklist and ensuring technology is available and functional for new employees.
• Manage distribution lists, print services, office supply processes, and shipping and receiving.

Functional Job Responsibilities (30% Specific to the Role)

• Manage interview scheduling, facilitate post-interview feedback sessions, coordinate candidate travel logistics, and prepare interview materials for interview panels in advance.
• Serve as the primary onsite point of contact for candidates and provide a welcoming, professional candidate experience.
• Maintain accurate talent acquisition and interview documentation.
• Assist with clerical duties, including general office support and administrative activities.
• Facilitate onboarding activities, including coordinating site access and distributing IT equipment such as headsets, keyboards, and mice.
• Support procurement-related needs and administrative requirements.
• Support the evolving operational needs of the facility. Given the current startup nature of the site, the initial scope of responsibilities is comprehensive and may be refined as operations expand.

Required Skills & Qualifications

• Approximately 3-5 years of related administrative, operations, or project support experience. Experience within the pharmaceutical or biotechnology industry is preferred.
• Ability to handle routine and impromptu assignments with minimal supervision.
• Collaborative mindset with a willingness to support team development, gather relevant information, and assist colleagues and the department as needs arise.
• Ability to exercise sound judgment and discretion when handling sensitive, confidential, and proprietary information.
• Strong accuracy and attention to detail, including the ability to review and identify errors in both personal and team deliverables.
• Confidence operating within a well-defined job scope and shared decision-making environment.
• In-depth knowledge of Microsoft Office applications, including PowerPoint, Excel, and Word.
• Strong knowledge of cSuite tools, including Gmail, Google Calendar, Google Sheets, Google Slides, Trello, Jamboard, Google Meet, and Zoom.
• Familiarity with the Genentech organization is preferred.
• High school diploma or equivalent industry experience preferred.

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