Senior Executive Administrative Assistant

Published: 6/14/2022

Job Description

BCforward is currently seeking highly motivated Senior Executive Administrative Assistant in South San Francisco, CA 94080

Job Title: Senior Administrative Business Partner

Duration: 24 Months Contract

Location: South San Francisco, CA 94080

Shift: Working Model: Hybrid (three days onsite, two days remote) - onsite days may vary based on supporting leadership needs
Working days: Monday through Friday
Working hours (e.g. 8 AM to 4 PM PT, 9 AM to 5 PM, etc.): Standard 8 hours

Position Overview

We are seeking a Senior Administrative Business Partner, Cell Therapy Center of Excellence & Autonomous Labs Accelerator to join our dynamic team. The ideal candidate will have strong experience in executive administrative support, complex calendar and travel management, cross-functional operations, and program coordination and a proven ability to enable executive effectiveness, optimize administrative processes, and coordinate high-impact meetings, events, and lab operations.

Responsibilities:

Executive Support (Approximately 50%)

· Provide comprehensive administrative support to executive leaders to enable focus on strategic priorities.

· Manage complex executive calendars, priorities, and scheduling across multiple time zones.

· Coordinate domestic and international travel, build detailed itineraries, and provide real-time travel support.

· Prepare leaders for meetings by coordinating agendas, briefing materials, presentations, and follow-up actions.

· Screen and prioritize meeting requests and act 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%)

· Coordinate recurring leadership meetings, team meetings, workshops, offsites, and organizational events.

· Support onboarding of new team members by coordinating schedules, resources, training, and integration activities.

· Maintain shared team resources, distribution lists, documentation, and collaboration sites.

· Coordinate logistics for cross-functional meetings involving Roche, Genentech, 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 AI tools.

· Manage large lab moves over 8,500 sqft, including equipment and materials, coordination with site services and lab space management teams, space planning, statements of work, purchase orders, and vendor management and communications.

Required Skills & Qualifications:

· Minimum of 7 years of experience in administrative roles supporting senior leaders.

· Significant experience providing executive administrative support with strong attention to detail.

· Demonstrated ability to manage multiple competing priorities and deadlines.

· Proven coordination of complex calendars, travel, meetings, and events.

· Strong written and verbal communication skills.

· High level of professionalism, discretion, and confidentiality.

· Proficiency with Google Workspace, Microsoft Office, Zoom, and collaboration tools.

· Experience supporting cross-functional teams in dynamic environments.

Preferred Skills:

· Experience supporting senior leaders within biotechnology, healthcare, or a global matrix organization, with the ability to prioritize and support multiple executives.

· Familiarity with procurement, contracts, and financial administrative processes.

· Experience using digital productivity or AI-enabled tools to improve administrative workflows.