Principal Administrative Business partner

About the role

This position involves managing complex scheduling, coordinating high-level meetings, and serving as a strategic partner to leadership. The role requires a high degree of confidentiality, discretion, and the ability to navigate a global, matrixed organization.

Responsibilities

• Independently manage complex scheduling across multiple time zones and stakeholders, ensuring confidentiality at all levels.
• Expertly utilize IT systems (e.g., cSuite, collaboration tools) to streamline administrative processes.
• Schedule and coordinate senior committee meetings, global summits, and department offsites, including cross-functional and leadership team gatherings.
• Lead the planning, organization, and execution of large-scale meetings, including managing schedules, agendas, and logistics for internal and external stakeholders.
• Partner with managers or leads to design agendas, distribute meeting materials, and manage rolling agendas for standing meetings.
• Collaborate with Strategic Event Services to plan and execute large department-wide offsites, town halls, and team meetings, including venue selection, AV requirements, catering, and contract management.
• Independently lead the planning and execution of meetings at Congress events and Global Summits, including speaker selection and technical logistics.
• Draft and manage email communications on behalf of leaders, teams, or departments.
• Partner with leaders to develop communication strategies for internal departmental updates.
• Collaborate with the communications team to track, prepare, and support various engagements and communications.
• Manage departmental gSites, Spaces, websites, and newsletters, including content collection, distribution, and maintenance.
• Coordinate feedback collection and implementation for communications when applicable.
• Oversee the space planning process, serving as a thought partner for team placement strategy and presenting to leadership.
• Partner with leadership to create team agreements and assess employee engagement, including pulse checks and ideas for enhancing engagement.
• Manage the complex candidate/interview process and administrative components of onboarding, including relocation logistics and the first 30-day checklist.
• Serve as an external stakeholder connector.
• Stay up-to-date on cSuite changes and organize training sessions for the team or other admins.
• Act as an Admin Lead when required.
• Process and manage vendor/speaker engagements, contracts, payments, and RFP/vendor selection.

Requirements

• 5-7 years of related administrative, operations, or project management experience, with a strong preference for experience in the pharmaceutical/biotech industry.
• Previous work experience at Roche/Genentech is strongly preferred.
• Proven experience managing confidential information.
• Experience training other staff in company or departmental systems, processes, and tools is strongly preferred.
• Ability to plan, coordinate, organize, and prioritize work across functional groups and execute strategically.
• Strong collaboration skills, ensuring input from diverse stakeholders is integrated into decision-making.
• Judgment and discretion in handling highly sensitive and proprietary information.
• Commitment to accuracy, attention to detail, and continuous improvement in work systems and procedures.
• Ability to drive decision-making independently based on experience and strategic context.
• In-depth knowledge of cSuite tools (gMail, gCal, gSheets, gSlides, Trello, gMeet, Zoom) and Microsoft Office (PowerPoint, Excel, Word).
• Familiarity with large, matrixed organizations is strongly preferred.
• BS/BA degree or equivalent industry experience.

Skills

• Soft Skills: Emotional intelligence, discretion, confidentiality, proactivity, problem-solving, and professional communication (written and verbal).
• Technical Skills: Expertise in Microsoft Office (PowerPoint, Excel, Word) and cSuite tools (gMail, gCal, gSheets, gSlides, Trello, gMeet, Zoom), with the ability to train others.

Pay

$60-80/hour, depending on experience.