ADMINISTRATIVE BUSINESS PARTNER – III

About the role

You will oversee the full interview lifecycle, including travel logistics, to provide a welcoming and seamless introduction to the team. Additionally, you will coordinate essential onboarding activities and support broader administrative operations to ensure new hires and internal teams are positioned for long-term success. We seek a proactive, adaptable professional who excels in dynamic environments, enjoys interpersonal collaboration, and possesses a continuous improvement mindset.

Responsibilities

• Manage Google Suite and gCal scheduling of department, team, and ad hoc meetings with internal and external stakeholders (onsite, offsite, live, or virtual)
• Schedule and support external candidate interviews
• Coordinate small internal meetings (3–6 people) and internal standing meetings, including small team off-sites (1 day, no sleeping rooms or activities) and on-sites such as sprints and face-to-face team meetings
• Support department-wide staff meetings (e.g., Town Halls, department meetings), including agenda creation/distribution, meeting materials, catering, room setup, etc.
• Prepare attendees for meetings by ensuring AV connections, Google Meet, Zoom info, etc. are available
• Send communications on behalf of team members
• Manage day-to-day team communications, including policy changes, process updates, and department reminders
• Plan and coordinate team huddles and informal small team events
• Ensure employee milestones (anniversaries, weddings, birthdays, etc.) are recognized per department guidelines and company policies
• Act as the internal and external liaison between the team and organization
• Submit facilities, IT, and Site Service requests
• Manage purchase orders, invoices, payment tracking, and vendor maintenance
• Facilitate new hire onboarding, including executing the first 30-day checklist and ensuring technology is available and functional
• Manage distribution lists, print services, office supply processes, and shipping/receiving
• Manage interview scheduling, facilitate post-interview feedback sessions, coordinate candidate travel logistics, and prepare interview materials for panels
• Host candidates as the primary onsite point of contact to ensure a welcoming experience and maintain accurate talent acquisition documentation
• Assist with general office support and onboarding activities such as coordinating site access and distributing IT equipment (e.g., headsets, keyboards, mice), and procurement needs

Required Skills and Qualifications

• 3–5 years of related administrative, operations, or project support experience (pharmaceutical/biotechnology industry experience preferred)
• Ability to handle routine and impromptu assignments with minimal supervision
• Collaborative team player who seeks relevant information and supports team development
• Ability to exercise judgment and discretion concerning sensitive, confidential, and proprietary information
• Demonstrates accuracy and attention to detail in own and others’ work
• Confident operating within a well-defined job scope and shared decision-making process
• In-depth knowledge of Microsoft Office (PowerPoint, Excel, Word) and cSuite Tools (including Gmail, Google Calendar, Google Sheets, Google Slides, Trello, Jamboard, Google Meet, Zoom)
• High school diploma or equivalent industry experience

Pay

$30–36/hour depending on experience