Title: Administrative Business Partner II
Location: San Bruno, CA // South San Francisco, CA HYBRID 3x/week
Key Details:
The Medical and Scientific (MedSci) organization at Client is looking for an administrative business partner to provide core administrative support to our Chief Medical & Scientific Officer and 2 other leaders for a minimum of 6 mos. Core administrative support includes complex calendar management, domestic and international travel arrangements, and creating and approving expense reports, in addition to occasional event/onsite logistics coordination. This is a hybrid position requiring a minimum of 3 full days in office during normal business hours, with 2+ days in our San Bruno office and 1+ day(s) in our South San Francisco office each week. A typical week will be 3 total in-office days, but flexibility is needed during occasional onsites/events. The ideal candidate will not only possess the knowledge and skills necessary for an administrative professional, but also be kind, curious, engaged, creative, and trustworthy with a can-do/will-do one-team mindset.
Expectations and Responsibilities:
Calendar Management
Proactively schedule, maintain, and update calendar events for the supported executive(s) or team(s), considering time zone differences for all attendees;
Build in adequate preparation/travel time for meetings/events and resolve scheduling conflicts;
Respond to requests for scheduling and meetings in a timely manner;
Optimize calendaring for short and long-term planning of the supported executive(s) and team(s);
Make recommendations to support leadership time allocation with respect to calendar and travel.
Expense Reports
Execute expense management activities related to the leader's travel or incidentals;
Complete expense reports adhering to Client T&E Policy;
Approve the team's expense reports;
Review and process invoices and submit purchase orders.
In-Person Meeting Coordination
Manage logistics for meetings for the leader(s) and/or team(s) with some guidance;
Book ** rooms and coordinate catering, if needed;
Ensure meeting room and attendee list are correct and confirmed;
Gather, compile, and create meeting materials (e.g., decks and meeting agendas), ensuring alignment with the specific agenda;
May assist with note-taking;
Plan team dinners and activities, as needed.
Travel Management
Complete travel coordination tasks with some guidance;
Schedule and coordinate travel for the leader(s) in line with Client T&E Policy and preferences;
Organize business-related pre-travel preparation (e.g., visa and passport support, tech support, cultural considerations);
Be available during travel times to respond promptly to any travel issues;
May develop travel agendas and complete post-travel documentation as needed.
Team Event/Onsite Management
Plan and execute internal and external events with some guidance (e.g., team off-sites, virtual or in-person summits, etc.).
Desired Technical/Systems Knowledge
gSuite (Google calendar, Gmail, Meet, docs, sheets, slides, etc.)
Concur (expense report management)
Egencia (travel booking)
Slack
Desired Traits and Qualifications:
3-5 years of experience in an administrative role;
Strong calendar mgmt across multiple calendars/time zones;
Strong communication skills across all platforms (slack/email);
Flexible, responsive, organized, ability to prioritize within ambiguous and ever changing environments, attention to detail, follow-through;
Interpersonal skills, professional and courteous demeanor;
Ability to work well independently and also in collaboration with others;
Ability to prioritize multiple functions and tasks and manage work time efficiently;
Strong problem-solving skills, including the ability to handle ad hoc tasks and troubleshoot issues as they arise;
Thrives with challenges and a fast-paced environment, and delivers results under tight deadlines;