Administrative Associate I

Job Title: Administrative Associate I
Location: South San Francisco, CA
Duration: 08+ Months

Hybrid- 3 days onsite

Biotechnology industry, is dedicated to pursuing groundbreaking science to Client and develop medicines for people with serious and life-threatening diseases. To solve the world's most complex health challenges, we ask bigger questions that challenge our industry and the boundaries of science to transform society. Our transformational discoveries include the first targeted antibody for cancer and the first medicine for primary progressive multiple sclerosis.
The COVID-19 pandemic has forever altered the expectations for healthcare providers, patients, and their families on how data and technology can be used to enhance the customer experience in ways not previously possible. Client seeks to lead the industry in this new era of omnichannel pharma and integrated customer experience.
The Learning & Skill Development (LSD) organization plays a key role in installing a digital culture and mindset across the Commercial and Medical Group (CMG) as well as providing every CMG customer - be it employee, manager, healthcare provider, and patient - with the information and skills that they need next, when they need it, where they need it. LSD is in the process of transforming CMG into a continuous then contribution learning culture by pioneering advances in skills management, digital learning, experiential learning, and workflow learning.
LSD includes a team of learning business partners who have deep business acumen and are well versed in the trends and data coming from sales, marketing, and medical. They work in close collaboration with a group of Learning Design Architects who are responsible for perennial focus areas such as medical, therapeutic area certification, leadership development as well as business transformation areas which currently include omnichannel, contracting, digital, and health equity across all CMG business units. Both teams are supported by a team of instructional designers and multimedia partners who build best-in-class learning products. LSD scales these learning products through facilitators who upskill business experts and leaders in executive presence, learning technologists who use cutting edge applications and systems to embed learning as close to the work as possible, and an analytics function that maps CMG's skill domains and employee skill gain to business impact metrics.

Role Overview

The Learning & Skill Development (LSD) Administrative Business Partner serves as the internal and external face/liaison between the team and Client, leads coordination and execution of meetings with both internal and external stakeholders, manages communications for day-to-day operations, and plans small team events. This person is responsible for a variety of administration and operational activities, in order to ensure smooth operation of departmental activities. The position reports to the LSD Administrative Service Manager.

Key Accountabilities
Highly skilled in Google Suite and manage shared team drives and complex scheduling requests, potentially across multiple time zones
Advanced knowledge of available Client IT systems (ex: cSuite, virtual collaboration tools)
Manage relationships with internal and external stakeholders, often with a high level of confidentiality required
Plan large mid-level, internal meetings (e.g. department meeting, large team/committee)
Manage scheduling meetings with external business partners. Oversee preparation and post-meeting needs
Lead the planning & execution of internal meetings requiring webcasting, sophisticated technology, etc.
Independently lead the planning & execution of complex team offsites (involving multiple locations, days, activities, and/or travel needs)
Contribute to and assist with agenda and meeting material creation and distribution, flow of offsite events and meetings, etc
Attend all internal meetings & assist in note-taking and/or action item follow up
Draft email communications on behalf of manager, team, department, leader, etc
Manage departmental gSites, Currents, websites, newsletters, etc. (collect content, distribute information, oversee maintenance)
Coordinate collecting and implementing feedback for communications when applicable
Coordinate certain logistics of moves (space management), closely collaborate with administrative space planning lead
Manage candidate/interview process (hosting candidate, collecting feedback, preparing hiring/promotion package for review committee, partnering with Talent Acquisition and Hiring Manager throughout the process)
Manage administrative components and logistics of onboarding (ensure new hires have information for orientation, welcome events, new devices, etc.)
Manage and plan team building events & workshops
Keep up-to-date on available trainings and organize for team and/or other admins in dept
Process and manage vendor/speaker engagements, contracts and payments, etc
Define centralized office supplies process
Autonomously maintain department org charts
Lead, act and live our Operating Principles in all aspects of work
Complies with all laws, regulations, policies and procedures that govern the conduct of Client activities
LSD Functional Support:
Support the LSD Sr. Director with any administrative duties (i.e. Calendar/Expenses/Travel/Offsites & Onsites, etc)
Execute and maintain cohesive and effective administrative processes within LSD and its sub-functions in alignment with the LSD admin service level standards and shared services model
Collaborate with Management and Business Partners to identify and standardize operational processes
Coordinate and collaborate with other CMG Admin Teams as appropriate
Identify and implement ongoing process improvement opportunities across LSD
Participates in routine and ad hoc departmental meetings and other business reviews or meetings to remain, at all times, fully abreast and apprised of evolving business needs and requirements
Expected to share best practices within the department and cross-functionally, identify and communicate ongoing opportunities for continuous improvement, training, learning and operational excellence
Department Operations:
Maintain and evolve (as driven by changing business requirements) department-specific systems, technologies, and tools such as knowledge management systems, intranet portal, communications platforms, etc.

Qualifications
BS/BA degree or equivalent industry experience
An average of 5-7 years related administrative, operations or project management experience
Experience working with senior leaders/management
Ability to multitask, prioritize and execute tasks independently. May assist in the coordination of work flow among team members
Collaborative, initiates and facilitates team development, ensures all relevant or useful information within the team is shared, works with different functions to achieve the best overall outcome
Ability to handle and exercise judgment and discretion concerning sensitive, confidential and proprietary information
Demonstrates accuracy and attention to detail of own and other's work, communicates and ensures standards for accuracy and detail within the team
Based on breadth of experience, skill and strategic context, makes decisions independently and with minimal need of external input/validation
In depth knowledge of Microsoft Office (Powerpoint, Excel and Word), cSuite Tools (including gMail, gCal, gSheets, gSlides, Trello, Jamboard, gMeet, ZOOM) and able to provide instruction or training to others as needed
Familiarity with Client organization strongly preferred

TB_PH

---