Senior Administrative Business Partner

Manage large (over 8,500 sqft) lab moves (equipment, materials, coordination with various site services and lab space management teams), organize and manage lab space planning, SoWs/ purchase orders, and vendor management and communications. Support the day-to-day operations and systems to establish the Cell Therapy Center of Excellence and Autonomous Lab Accelerator by coordinating activities, improving administrative processes, and ensuring efficient execution of organizational priorities.

Pay: $35-$38.33/hour. W2 only.

Duration:2 years

Working Model: Hybrid (three days onsite, two days remote) - onsite days may vary based on supporting leadership needs

Position Summary
The ABP provides high-level administrative and operational support to the leaders of two scientific groups at our Fortune 500 pharmaceutical client.

This role is responsible for enabling executive effectiveness through exceptional calendar management, meeting coordination, communications, travel planning, and operational and systems execution, with approximately 50% of time supporting each organization.

Key Responsibilities
Executive Support (Approximately 50%)
Provide comprehensive administrative support to executive leaders, ensuring they are prepared, informed, and able to focus on strategic priorities.
Responsibilities include:
Manage complex executive calendars, priorities, and scheduling across multiple time zones.
Coordinate domestic and international travel, including detailed itineraries and real-time travel support.
Prepare executives for meetings by coordinating agendas, briefing materials, presentations, and follow-up actions.
Screen and prioritize meeting requests and serve as the primary point of contact for executive communications.
Draft, edit, and format presentations, correspondence, reports, and other executive materials.
Process expense reports, purchase requests, invoices, and other executive administrative transactions.
Exercise discretion and sound judgment in handling confidential information and competing priorities.

Team Operations & Program Coordination (Approximately 50%)
Support the day-to-day operations and systems to establish the Cell Therapy Center of Excellence and Autonomous Lab Accelerator by coordinating activities, improving administrative processes, and ensuring efficient execution of organizational priorities.

Responsibilities include:
Coordinate recurring leadership meetings, team meetings, workshops, offsites, and organizational events.
Support onboarding of new team members by coordinating schedules, resources, training, and team integration activities.
Maintain shared team resources, distribution lists, documentation, and collaboration sites.
Coordinate logistics for cross-functional meetings involving internal and external collaborators.
Partner with Finance, P&C, Communications, Procurement, and other business functions to support program operations.
Coordinate vendor engagement activities, purchase orders, statements of work, contracts, and invoice processing.
Support laboratory and office operational logistics, including space planning, equipment moves, and coordination with site services.
Identify opportunities to improve administrative processes and adopt new tools that increase team efficiency, including utilizing AI tools.
Manage large (over 8,500 sqft) lab moves (equipment, materials, coordination with various site services and lab space management teams), organize and manage lab space planning, SoWs/ purchase orders, and vendor management and communications.

Qualifications
Minimum of 7 years of experience administrative experience that includes significant experience providing executive administrative support to senior leaders is required
Experience coordinating complex calendars, travel, meetings, and events is required.
Proficiency with Google Workspace, Microsoft Office, Zoom, and other collaboration tools is needed.
Candidates should have executive support experience in an enterprise environment. 

Preferred Qualifications
Experience supporting senior leaders within biotechnology, healthcare, or a similar global matrix organization; ability to prioritize and manage support for multiple executives at once is highly desirable.
Familiarity with procurement, contracts, and financial administrative processes.
Experience using digital productivity or AI-enabled tools to improve administrative workflows.

 
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