Senior Admin Business Partner

Title: Senior Admin Business Partner
Location: South San Francisco, CA
Duration: 6+ Months

Job Description:
The purpose of the Senior Administrative Business Partner (ABP) is to support the PTQ Leadership Team, PTQ Global teams, and the PTQ SSF community with coordination and execution of administrative tasks and projects, events, and meeting management to ensure continued success across Quality functions to meet PTQs vision of "All Value, Zero Waste, For Patients”. This person will act as a deputy for other ABPs within PTQ as needed and may take on the roll as a Primary Point of Contact (PPoC) for a Leadership Team Member if needed.


Job Responsibilities:
Highly skilled in Google Suite and manage shared team drives and complex scheduling requests, potentially across multiple time zones
Manage the contract and PO process for the NA team using MyBuy and DocuSign
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 meetings, 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 Spaces, 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
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
In-depth knowledge of MyBuy is greatly desired
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, gMeet, ZOOM), and is able to provide instruction or training to others as needed
Familiarity with *** organization is strongly preferred
BS/BA degree or equivalent industry experience

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