Administrative Assistant

Job Tittle: Senior Administrative Assistant

Duration: 12 Months

Location: South San Francisco, CA 94080 - Hybrid

Payrate: $37/hr.

Hybrid (three days onsite, two days remote)

Working hours (e.g. 8 AM to 4 PM PT, 9 AM to 5 PM, etc.): Standard 8 hours

Interview Format (e.g. two rounds of interviews. First round will be video virtual call and second round will be a panel interview)

Senior Administrative Business Partner, Cell Therapy Center of Excellence & Autonomous Labs Accelerator

Position Summary

The ABP provides high-level administrative and operational support to the leaders of the Cell Therapy Center of Excellence (CoE) and the Autonomous Labs Accelerator. This role is responsible for enabling executive effectiveness through exceptional calendar management, meeting coordination, communications, travel planning, and operational and systems execution, with approximately 50% of time supporting each organization.

Working across with client, the ABP serves as a trusted partner who ensures leaders are well prepared, priorities are coordinated, and day-to-day operations run efficiently. The ideal candidate thrives in a fast-paced, evolving environment, exercises sound judgment, anticipates needs, and builds strong relationships across a broad network of stakeholders.

Key Responsibilities

Executive Support (Approximately 50%)

Provide comprehensive administrative support to executive leaders, ensuring they are prepared, informed, and able to focus on strategic priorities.

Responsibilities include:

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

Coordinate domestic and international travel, including detailed itineraries and real-time travel support.

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

Screen and prioritize meeting requests and serve 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%)

Support the day-to-day operations and systems to establish the Cell Therapy Center of Excellence and Autonomous Lab Accelerator by coordinating activities, improving administrative processes, and ensuring efficient execution of organizational priorities.

Responsibilities include:

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

Support onboarding of new team members by coordinating schedules, resources, training, and team 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 utilizing AI tools.

Manage large (over 8,500 sqft) lab moves (equipment, materials, coordination with various site services and lab space management teams), organize and manage lab space planning, SoWs/ purchase orders, and vendor management and communications.

Qualifications

Minimum of 7 years of experience

Significant experience providing executive administrative support to senior leaders.

Demonstrated ability to manage multiple competing priorities with exceptional attention to detail.

Experience coordinating 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 other collaboration tools.

Experience supporting cross-functional teams in a dynamic environment.

Preferred Qualifications

Experience supporting senior leaders within biotechnology, healthcare, or a global matrix organization; ability to prioritize and manage support for multiple executives at once is highly desirable.

Familiarity with procurement, contracts, and financial administrative processes.

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

Core Competencies

Exceptional organization and time management

Initiative and proactive problem solving

Executive presence and professionalism

Strong customer service orientation

Relationship building and collaboration

Adaptability and flexibility

Sound judgment and discretion

Continuous improvement mindset