Principal Administrative Business partner

Our client is a leading biotechnology company that discovers, develops, manufactures, and commercializes medicines to treat patients with serious or life-threatening medical conditions. The company is among the world's leading biotechnology organizations, with multiple products on the market and a promising development pipeline.
Job Responsibilities:

• Independently manage complex scheduling across multiple time zones and various levels of internal and external stakeholders, while maintaining a high level of confidentiality.
• Leverage expert knowledge of our client's IT systems and collaboration tools, including cSuite applications.
• Manage scheduling and logistics for senior committee meetings, global summits, department offsites, leadership meetings, cross-functional meetings, and all-staff meetings.
• Lead the planning, organization, and execution of large-scale meetings involving multiple time zones and key internal and external stakeholders.
• Partner with managers and designated leads to develop meeting agendas, distribute meeting materials, and maintain rolling agendas for standing committees and team meetings.
• Collaborate with Strategic Event Services to plan and execute large department-wide offsites and onsite events, including global town halls and team meetings.
• Independently lead the planning and execution of meetings associated with Congress events and Global Summits, including:
  • Venue and speaker selection
  • Technical and AV requirements
  • Catering
  • Agenda development
  • Contract management
• Draft professional email communications on behalf of managers, leaders, teams, and departments.
• Partner with leadership to develop and execute communication strategies for internal department communications.
• Collaborate with communications teams to track, manage, prepare, and support various communications and employee engagement initiatives.
• Manage departmental Google Sites (gSites), Spaces, websites, newsletters, and other communication platforms, including content collection, information distribution, and ongoing maintenance.
• Coordinate the collection and implementation of feedback related to communications and engagement initiatives.
• Manage the overall space planning process, serving as a strategic thought partner for team placement, presenting recommendations to leadership, and acting as the primary project manager.
• Partner with leaders to develop team agreements and operating practices.
• Serve as a thought partner to leadership regarding employee engagement, including conducting informal pulse checks and identifying opportunities to enhance team engagement.
• Manage complex candidate and interview processes, including scheduling and coordination.
• Manage administrative components and logistics of onboarding, including oversight of first-30-day checklists and relocation activities.
• Serve as a connector and primary point of contact for external stakeholders.
• Stay current on cSuite system updates and organize training sessions for team members and administrative staff.
• Serve as an Administrative Lead when needed.
• Manage vendor and speaker engagements, including contracts, payments, RFPs, and vendor selection.
• Support additional administrative, operational, and project management initiatives as needed.

Required Skills & Qualifications:

• 5–7 years of related experience in administrative support, operations, project management, or a similar field.
• Experience in the pharmaceutical or biotechnology industry is strongly preferred.
• Demonstrated experience handling confidential, sensitive, and proprietary information.
• Experience training staff on company or departmental systems, processes, and administrative tools is strongly preferred.
• Proven track record of meeting or exceeding objectives and goals.
• Strong ability to plan, coordinate, organize, and prioritize work across multiple functional groups.
• Ability to independently manage complex projects, workflows, and competing priorities.
• Demonstrated ability to foster a collaborative and productive work environment.
• Strong interpersonal skills with the ability to solicit and incorporate input from stakeholders across an organization.
• Ability to resolve complex issues and conflicts using sound judgment and discretion.
• Exceptional attention to detail and commitment to accuracy.
• Continuous improvement mindset with the ability to identify opportunities to improve processes, systems, and workflows.
• Ability to independently drive decision-making processes based on experience, organizational context, and business needs.
• In-depth knowledge of cSuite tools, including:
  • Gmail
  • Google Calendar
  • Google Sheets
  • Google Slides
  • Google Meet
  • Trello
  • Zoom
• Ability and willingness to instruct and train others on technology, systems, and productivity tools.
• Bachelor's degree in Business, Administration, Communications, or a related field, or equivalent industry experience.

Soft Skills:

• High emotional intelligence and strong interpersonal skills.
• Exceptional discretion and ability to maintain confidentiality.
• Highly proactive with the ability to anticipate needs and resolve issues before they become larger problems.
• Excellent written and verbal communication skills.
• Professional, polished, and direct communication style.
• Strong organizational and time-management skills.
• Ability to work independently while effectively collaborating with leaders, teams, and cross-functional stakeholders.
• Strong problem-solving and critical-thinking abilities.
• Ability to remain flexible and composed in a fast-paced environment.

Technical Skills:

• Advanced proficiency with Microsoft Office, including:
  • PowerPoint
  • Excel
  • Word
• In-depth knowledge of Google Workspace/cSuite tools, including:
  • Gmail
  • Google Calendar
  • Google Sheets
  • Google Slides
  • Google Meet
  • Trello
• Proficiency with Zoom and other virtual collaboration platforms.
• Ability to provide instruction and training to others on systems, processes, and productivity tools.

Education:

• Bachelor's degree (BA/BS) or equivalent industry experience.

Preferred Experience:

• Pharmaceutical or biotechnology industry experience.
• Experience supporting senior leadership and managing complex, confidential operations.
• Experience coordinating large-scale meetings, global events, offsites, and cross-functional initiatives.
• Experience with vendor management, contracts, RFPs, and external stakeholder coordination.