Principal Administrative Business Partner

Pay Range: $60.00hr - $80.00hr

Job Overview:

Our client is seeking a Principal Administrative Business Partner to provide executive-level support. The successful candidate will independently manage complex scheduling, lead large-scale event planning, coordinate department communications, manage space planning, and handle administrative onboarding processes while exercising discretion with confidential information.

Duties:

• Ability to independently manage complex scheduling across various time zones and support multiple senior executive leadership levels and stakeholders with a high level of confidentiality.
• Demonstrate expert knowledge of internal IT systems and collaboration tools.
• Manage the scheduling of senior committee meetings, global summits, and department offsites, including all-staff, leadership team, and cross-functional meetings.
• Lead the planning, organization, and execution of large-scale meetings involving schedules across multiple time zones with internal and external stakeholders.
• Partner with management to design agendas, manage the distribution of meeting materials, and oversee rolling agendas for standing committee meetings.
• Collaborate with Strategic Event Services to drive planning and execution for large department-wide offsites and onsites, including Global Town Halls and team meetings.
• Independently lead the planning and execution of meetings at congress events and global summits, including venue/speaker selection, technical AV requirements, catering, agenda setting, and contract management.
• Draft written communications on behalf of management, leaders, and department teams.
• Partner with leadership to plan internal communication strategies.
• Collaborate with the communications team to track, prepare, and support key communication engagements.
• Manage departmental sites, spaces, websites, and newsletters, including content collection, information distribution, and ongoing maintenance.
• Coordinate the collection and implementation of feedback for internal communications.
• Manage the overall space planning process, serving as a main project manager and thought partner for team placement strategies.
• Partner with leadership to create and implement team agreements.
• Serve as a thought partner with leadership to assess employee engagement, perform informal pulse checks, and share ideas for enhancing engagement.
• Manage complex candidate interview processes.
• Manage administrative components and logistics of onboarding, including overseeing the first 30 days checklist and relocation procedures.
• Serve as a primary connector for external stakeholders.
• Maintain current knowledge of administrative suite tools and organize training for department administrative staff.
• Assume the role of Administrative Lead as required.
• Process and manage vendor/speaker engagements, contracts, RFP/vendor selection, and payments.

Functional Job Responsibilities:

Specific operational items dedicated to the administrative support role.

Required Skills and Qualifications:

• 5-7 years of related administrative, operations, or project management experience (pharmaceutical or biotech industry experience is strongly preferred).
• Previous work experience within a similar corporate environment is strongly preferred.
• Proven experience handling and managing highly confidential and sensitive information with discretion.
• Demonstrated experience training staff on company or departmental systems, processes, and general administrative tools.
• Proven track record of meeting or exceeding objectives and operational goals.
• Ability to plan, coordinate, organize, and prioritize work within and across functional groups, executing strategically.
• Ability to take a lead role in assessing and coordinating workflow among team members.
• Proven ability to foster a collaborative and productive work climate.
• Ensures ideas and expertise from others are integrated into group decisions, actively seeking cross-organizational input and resolving complex issues.
• Oversees and promotes high accuracy and attention to detail in work systems while fostering a continuous improvement mindset.
• Drives decision-making processes independently based on strategic context, skills, and breadth of experience.
• In-depth knowledge of collaboration tools (including email, calendar, spreadsheet, presentation, and video conferencing applications), with an ability to instruct others on innovative efficiency tools.
• Bachelor's degree (BS/BA) or equivalent industry experience.

Requirements:

• Strong emotional intelligence, discretion, confidentiality, and proactivity.
• Proactive problem-solving abilities to address issues before escalation.
• Polite, direct, and professional written and verbal communication skills across all organizational levels.
• In-depth knowledge of Microsoft Office (PowerPoint, Excel, Word) and Google Workspace tools (Gmail, Google Calendar, Sheets, Slides, Trello, Google Meet, Zoom), with the ability to provide training to team members.

Minimum Years of Experience:

• 5-7 years supporting a Senior Level Executive (Senior Director level or above; Vice President level preferred).

Education Requirements:

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