Customer Engagement, Principal Administrative Business Partner

South San Francisco, CA

05 Months

Description

The Senior/Principal Administrative Business Partner will support the Customer Engagement (CE) field organization by anticipating, determining, and fulfilling stakeholder needs in a proactive, well-organized, and customer-oriented manner. This role will report to the CE Head of Business Operations and will play a key role in leading various roles for meetings and events, coordinating scheduling processes, and providing

business support within CE Operations.

Key Accountabilities

Administrative

Provide administrative support to the assigned leader, inclusive of calendaring, travel coordination, communications, meeting planning, and other administrative tasks as needed

Independently manage assigned leader calendaring and scheduling with various leadership levels of internal and external stakeholders, with a high level of confidentiality and proactivity

Plan, schedule, and coordinate virtual team & LT meetings

Act as go-to-person for general administrative questions or other inquiries (including extensive knowledge of client policies)

Maintain an up-to-date team roster, key document warehousing, and distribution lists for the teams

May participate in special projects to support the Leadership Team or team initiatives

Communications

Draft clear and effective communications

Present ideas to leadership with a strong presence and verbal communication skills

Partner with internal stakeholder groups to track, manage, prepare, and support various projects and engagements

Coordinate collecting and implementing feedback for communications and surveys when applicable

Collaboration

Leverage a wide network across the organization to influence effective stakeholder engagement and connection

Work proactively with leadership and partners regularly to schedule, plan, and coordinate high-impact meetings and presentations

Demonstrate strong planning & project management skills with effective follow-up across functional groups

Operations

Assist the team in various administrative or operational activities such as coordinating agendas, gathering meeting information, editing departmental materials, channeling communication between the department and other *** groups, etc.

Synthesize meeting minutes & feedback; develop outputs for the team (slides, summaries)

Collate and track high-level timelines and milestones for key team deliverables

May participate in special projects to support CE initiatives

Partner closely with the following departments on applicable business matters, updates, and troubleshooting: HR, IT, Procurement, Finance, FAI, Meeting Services, Offsite Meetings Team, and Compliance

Internal Event Planning & Execution

Handle logistics for team meetings including sourcing, contracting, rooming lists, registration, communicating logistics, surveys, group activities, dinners, budget, invoice review and payment

Coordinate with internal administrative teams such as RVP/local Admin BPs to support field-to-home office engagements, including listening tours and roundtables

Execute team building, culture, wellness, and development activities to support employee

engagement as needed

Assist the assigned team in various administrative or operational activities such as coordinating agendas, gathering meeting information, editing departmental materials, channeling communication between the department and other *** groups, etc.

Synthesize meeting minutes, develop outputs for the team (slides, summaries)

Collate and track high-level timelines and milestones for key team deliverables

External Event Coordination

Coordinate with external administrative teams of key customers to facilitate in-office meetings, events, local programs, and gatherings at special congresses

Lead planning/logistics for charitable or community events or outreach across therapeutic areas, in collaboration with local teams

Support contract or funding requests as they relate to various team activities (e.g., HCP

presentations, etc.)

Hiring & On-Boarding

Coordinate recruitment activities including: securing space, scheduling interviews, hangouts, communicating logistics to candidates and interviewers

Responsible for training new ABP team members on company and departmental administrative and general processes, systems, practices, tools, and standards

Ensure the assigned team has the required office equipment and materials appropriate to the team's work

Qualifications

Minimum 3-5 years of administrative experience supporting Senior Management, preferably with field teams

Ability to work across US time zones, dependent on assignment, is required.

Familiarity with the *** organization is strongly preferred

Previous experience must include responsibilities for managing confidential information

Ability to plan, coordinate, organize, and prioritize work within and across functional groups and execute strategically.

Oversees and promotes accuracy and attention to detail of work systems and procedures, fosters a continuous improvement mindset

In-depth knowledge of gSuite Tools (including gMail, gCal, gSheets, gSlides, gMeet) and Zoom).

BS/BA degree or equivalent industry experience

Business travel, by air or car, is required for occasional internal and external business meetings Capabilities

Strategic Agility

Sound decision-making skills to effectively prioritize, understand interdependencies, and adapt the message based on the audience

Ability to understand business priorities and design/adapt operational needs accordingly

Willingness and ability to change one's approach to project management and/or course of action in response to business needs

Communication

Strong written and verbal communication skills

Ability to represent and contribute to ***'s positive reputation with customers by

demonstrating a high level of professionalism in matters of external outreach

Teamwork & Collaboration

Track record of teamwork and collaboration skills; creating and leveraging a large personal network across the organization to understand business needs and contribute where appropriate

The capability to understand formal and informal organizational structures

Project Management & Operational Excellence

Proactively gain and apply knowledge of fundamental project/operations management processes, methodologies, and tools to support high-quality and timely deliverables

Planning skills: from meta to micro

The capability to create and deliver such things as meeting and communication plans, statements of work, estimates, timelines, resource plans, briefs, summaries, and contracts is critical

The ability to find ways to do everything you need to do as well and as efficiently as possible is essential.

Fluency in agile practices and with ?new ways of working?

Our Operating Principles

Put Patients First: I always act as if patients I know are in the room and do what's best for them.

Follow the science: I seek answers through experiments, data, and debate, and act on facts.

Act as one team: I care, collaborate, and commit without boundaries, and trust others to do their part.

Embrace differences: I seek diverse perspectives, invite opposing views, and challenge myself and others.

Accelerate learning: I actively pursue new knowledge, even when it's challenging, and openly share both my successes and areas for improvement.

Simplify radically: I eliminate complexity, reuse with pride, and accomplish more with less.

Make an impact now: I take accountability to do what's right, deliver value fast, and don't wait for certainty.

Think long term: I choose actions today that benefit future generations.

Complies with all laws, regulations, policies, and procedures that govern the conduct of Client activities.

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