Principal Administrative Business Partner

TalentBurst•South San Francisco, CA

6d•Onsite

About The Position

The Principal Administrative Business Partner independently manages complex scheduling, meetings, communications, and administrative operations for senior leaders and teams. The role coordinates across time zones and with internal and external stakeholders, handling sensitive and confidential information with discretion. Responsibilities include planning senior committee meetings, global summits, department offsites, Congress events, and other large-scale gatherings, including venue and speaker selection, audio-visual requirements, catering, agendas, contracts, and meeting materials. The role partners with managers and leaders on agendas, communication strategies, team agreements, space planning, and employee engagement. It manages departmental sites, newsletters, and other communication channels; supports candidate interviews and onboarding logistics; serves as a connector for external stakeholders; and may lead administrative processes or train colleagues on systems and tools. Vendor and speaker engagements, contracts, payments, and selection processes are also managed. The position is fully onsite in South San Francisco, California, and is offered as a 12-month contract with potential to extend. The interview process consists of a phone screen, a two-person panel, and a two-person final interview.

Requirements

5–7 years of related administrative, operations, or project management experience.
5–7 years of experience supporting senior-level executives; support for Sr. Director-and-above or VP-and-above executives is preferred.
Previous experience managing confidential information.
Proven track record of meeting or exceeding objectives and goals.
Ability to plan, coordinate, organize, and prioritize work within and across functional groups and execute strategically.
Ability to take a lead role in assessing and coordinating workflow among team members.
Ability to foster a collaborative and productive climate and elicit, integrate, and consider others’ ideas, opinions, and expertise when making group-impacting decisions.
Ability to resolve complex issues and conflict.
Good judgment and discretion when handling highly sensitive and proprietary information.
Attention to accuracy and detail in work systems and procedures, and a continuous-improvement mindset.
Ability to drive decision-making independently 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.
In-depth knowledge of Microsoft Office, including PowerPoint, Excel, and Word.
Ability to inform, promote, and instruct others in tools that improve efficiency and productivity.
Emotional intelligence, discretion, confidentiality, and proactivity, including anticipating and addressing problems.
Ability to communicate politely, directly, accurately, and professionally in speaking and writing.
BS/BA in a related field or equivalent industry experience.

Nice To Haves

Experience in the pharmaceutical or biotechnology industry.
Previous experience training staff on company or departmental systems, processes, and administrative tools.
Familiarity with the organization.
Experience supporting Sr. Director-and-above or VP-and-above executives.

Responsibilities

Independently manage complex scheduling across time zones for senior leaders and internal and external stakeholders.
Schedule senior committee meetings, global summits, department offsites, all-staff meetings, leadership meetings, and cross-functional meetings.
Lead planning and execution of large-scale meetings, including managing schedules across time zones.
Partner with managers or assigned leads to develop agendas, distribute meeting materials, and maintain rolling agendas for standing meetings.
Coordinate with Strategic Event Services to plan and execute department-wide offsites and on-sites, including global town halls and team meetings.
Independently plan and execute meetings at Congress events and Global Summits, including venue and speaker selection, audio-visual requirements, catering, agendas, and contracts.
Draft email communications on behalf of managers, teams, departments, and leaders.
Partner with leaders to plan internal department communication strategies and with the communications team to track, prepare, manage, and support communications and engagements.
Manage departmental gSites, Spaces, websites, and newsletters, including collecting content, distributing information, and overseeing maintenance.
Coordinate the collection and implementation of feedback on communications when applicable.
Manage the overall space-planning process, contribute to placement strategy, present plans to leadership, and serve as the primary project manager.
Partner with leaders to create team agreements.
Work with leadership to assess employee engagement, conduct informal pulse checks, and suggest ways to enhance engagement.
Manage complex candidate and interview processes.
Manage onboarding logistics and administrative components, including the first 30-day checklist and relocation.
Serve as a connector for external stakeholders.
Keep up to date on cSuite changes and organize training for the team or other departmental administrators.
In some cases, take on the role of Admin Lead.
Manage vendor and speaker engagements, contracts, payments, and related processes, including RFPs and vendor selection.
Provide instruction or training to others on company or departmental systems, processes, and administrative tools as needed.