Sr Administrative Partner

About the Job

The Senior Administrative Partner supports the New Product Portfolio team located in Boston with dedicated executive administration and support in the areas of scheduling and project support, meeting effectiveness, on-site collaboration support, and process improvement. This position is responsible for the successful execution of Enterprise New Product portfolio priorities at the Boston site through collaboration with other administrative colleagues & Leadership Team and cross-functionally with stakeholders across the corporate enterprise, including the offices of Executive Team members within Foundation Medicine and affiliates, senior management and project teams, and for excellent customer experience with external stakeholders. The New Product Portfolio team is comprised of talent from across the Roche ecosystem, including FMI, Roche Diagnostics, Roche Pharma operating as a single unit.

Key Responsibilities

Project Team Administrative Support

• Independently provide project team leadership with extensive and continuous calendar management, domestic and international travel management, expense management, event registrations and detailed meeting plan management, and all other executive support.
• Coordinate with partners within Foundation Medicine and across the corporate enterprise and affiliates to manage effective cross-site meetings, collaboration, and other administrative support.
• Utilize efficient time management with the nuances of complex administrative assistance at the leadership level.
• Ensure that project team leadership is informed of priorities, deadlines, and challenges. Prioritize multiple concurrent activities using accurate projections, timely adjustments, and carefully thought-out plans. Balances competing needs maximizing time, resources, and business objectives.
• Respond to a wide variety of requests for information, policies and procedures, and executive action. Analyze needs and problems and determine approach and priority
• Complete accurate and detailed project team expense reporting and other departmental reports.
• Identify opportunities and develop solutions to improve the efficiency of complex administrative and departmental processes within and across the corporate enterprise.
• Assist project team leadership in tracking key operational metrics by organizing and compiling data, researching facts, and coordinating information retrieval. Monitor and track budgets.
• Track internal and external contacts and maintain contact database. Execute contract administration as needed including obtaining signatures, scanning and electronic filing.
• Develop, maintain, and improve onboarding resources for new team hires, including account management requests for cross-enterprise corporate systems

Meeting Support and External Responsibility

• Provide professional representation for the project team, regularly interfacing with both internal team members across multiple sites and leaders external to the company and creating positive relationships.
• Ensure high level of customer experience by coordinating project team engagements on or offsite, including scheduling, supporting agendas and materials, coordinating vendors, and executing required logistics.
• May participate in meetings to record / track information, identify critical action items, and produce minutes. May follow up on behalf of team.
• Greet and direct visitors, deliveries and food purveyors to the appropriate personnel or meeting room.
• Facilitate visits to Boston HQ from project team members located at other sites including meet and greet, visitor badge support, and meeting support

Team Culture

• Support creating activities/experiences that support team cohesion and culture building - help with sourcing and managing the delivery of team building activities such as group meals and offsite/onsite activities
• Participate in the development and facilitation of project rewards and recognition including design and communications, etc
• Strong partnership with other members of program administrative support to ensure we can act as a unified organization across organizational boundaries
• Facilitates and guides collaborative efforts, fosters a positive team culture, and promotes inclusivity through community sensing, connection, engagement, and support

General

• Stay current with policies, procedures, and technologies relevant to work. Interpret and implement policies with minimal guidance.
• Partner with Operations Lead and provide back-up administrative support to other departments as necessary.
• Mentor other administrative partners as appropriate.
• Maintain confidentiality in all aspects of team and company information.
• Available at various hours for business-related tasks during regular business working hours and periodically during off-hours (evenings and weekends).
• Other duties as assigned.

Key Capabilities:

• Embodies a growth mindset, willing to try new things in the service of learning
• Takes initiative and identifies priorities that require organizational focus
• Cultivates belonging to get the best out of the team
• Able to establish mutually beneficial relationships and collaborate across stakeholders of various levels and functions
• Able to work in ambiguity and cultivate order
• Strong drive for results; operates effectively in a fast paced environment and delivers results while balancing multiple priorities
• Able to demonstrates an enterprise mindset, leveraging strategic thinking, collaborative approach, and innovative mindset to drive organizational success and foster a culture of continuous improvement
• Beyond these core accountabilities, this person will need to flex and adapt to fill gaps and support the leadership team's needs as the program advances and the team grows.

Qualifications:

Basic Qualifications:

• Associates Degree with 5+ years of administrative experience
• OR
• Bachelor's Degree with 3+ years of administrative experience, or equivalent combination of training and experience.

Preferred Qualifications:

• Undergraduate degree
• 12+ years of administrative experience or equivalent combination of training and experience
• Experience in a life sciences company (biotech, pharma, diagnostics, or medical device)
• Advanced experience in in Microsoft Windows operating systems and Microsoft Office applications including Microsoft Word, PowerPoint, Excel, and Outlook and Google applications (gSuite)
• Ability to thrive in a fast-paced environment and operate with a high sense of urgency
• Ability to show and demonstrate on a consistent basis initiative, professionalism, poise and flexibility and work within an environment of frequent interruptions, conflicting priorities, and varying workloads
• Ability to observe strict confidentiality in all aspects of services provided and ability to effectively exercise discretion and judgment in handling confidential/proprietary information
• Strong interpersonal skills with the ability to interface effectively with a wide variety of internal and external executive-level clients
• Highly developed written communication skills, including report writing, presentations, email correspondence and verbal communication skills, particularly in dealing with people of diverse backgrounds
• Excellent calendar management skills and demonstrated history of complex scheduling with consistent follow through
• Proven ability to work independently

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