Job Description

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;

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