Principal Administrative Business Partner

Pay Rate: $60.00-$80.00/hr
Location: Onsite - South San Francisco, CA
1-year contract with possible extension

Job Description
Job Responsibilities

• Independently manage complex scheduling across multiple time zones while coordinating with senior-level internal and external stakeholders and maintaining strict confidentiality.
• Demonstrate expert knowledge of IT systems, including cSuite and collaboration tools.
• Manage scheduling for senior committee meetings, global summits, department offsites, leadership meetings, and cross-functional meetings.
• Lead the planning, organization, and execution of large-scale meetings involving internal and external stakeholders across multiple time zones.
• Partner with managers or designated leads to develop agendas, distribute meeting materials, and maintain rolling agendas for recurring committee and team meetings.
• Collaborate with Strategic Event Services to plan and execute department-wide offsites and onsites, including global town halls and team meetings.
• Independently plan and execute meetings at congress events and global summits, including venue and speaker selection, audiovisual requirements, catering, agenda development, and contract management.
• Draft email communications on behalf of managers, teams, departments, and senior leaders.
• Partner with leaders to develop communication strategies for internal departmental communications.
• Collaborate with the communications team to track, manage, prepare, and support communications and employee engagement initiatives.
• Manage departmental gSites, Spaces, websites, newsletters, and other communication platforms, including content collection, information distribution, and ongoing maintenance.
• Coordinate the collection and implementation of feedback on communications, as 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 develop team agreements.
• Collaborate with leadership to assess employee engagement, conduct informal pulse checks, and recommend ideas to enhance engagement.
• Manage complex candidate scheduling and interview processes.
• Coordinate onboarding logistics and administrative activities, including oversight of the first 30-day checklist and relocation arrangements.
• Serve as a point of connection for external stakeholders.
• Stay current on cSuite system changes and organize training for team members and other departmental administrators.
• Assume the role of Administrative Lead when required.
• Manage vendor and speaker engagements, contracts, payments, requests for proposals (RFPs), and vendor selection processes.

Functional Job Responsibilities

Approximately 30% of the role is dedicated to responsibilities specific to the assigned function.

Required Skills and Qualifications

• 5-7 years of related experience in administration, operations, or project management.
• Experience in the pharmaceutical or biotechnology industry is strongly preferred
• Experience managing confidential information and exercising discretion with sensitive materials.
• Experience training staff on company or departmental systems, processes, and administrative tools is strongly preferred.
• Demonstrated ability to meet or exceed objectives and performance goals.
• Ability to plan, coordinate, organize, and prioritize work across functional groups while executing strategically. May lead workflow assessment and coordination among team members.
• Ability to foster collaboration and productivity, solicit diverse perspectives, incorporate cross-functional input, and resolve complex issues and conflicts.
• Strong judgment and discretion when handling highly sensitive and proprietary information.
• Commitment to accuracy, attention to detail, effective work procedures, and continuous improvement.
• Ability to independently drive decision-making based on experience, skills, and strategic context.
• In-depth knowledge of cSuite tools, including Gmail, Google Calendar (gCal), Google Sheets (gSheets), Google Slides (gSlides), Trello, Google Meet (gMeet), and Zoom.
• Ability to identify, promote, and train others on innovative tools that improve efficiency and productivity.
• Familiarity with the Genentech organization is strongly preferred.
• Bachelor's degree (BS/BA) or equivalent industry experience.

Additional Requirements
Soft Skills

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

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 colleagues on relevant systems and tools as needed.

Experience Requirements

• 5-7 years of experience supporting senior-level executives, including Senior Directors and above; experience supporting Vice Presidents and above is preferred.

Education Requirements

• Bachelor's degree (BS/BA) in a related field.

Interview Process

1. Phone screen
2. Two-person panel interview
3. Final interview with a two-person panel

Work Arrangement

Onsite position