Administrative Support Specialist

Title: Administrative Support Specialist

Duration: 12 Months

Location: South San Francisco, CA | Hybrid

Description

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

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

Note: Please ensure candidates are properly screened before resume submission in Fieldglass. In addition, kindly ensure the pre-screen responses are include in the resume prior to submitting the resume. Resumes without responses to pre-screen questions will be rejected.

Here are three questions that you can post with the JD!

1.This role requires supporting two senior executives simultaneously, each with complex priorities and demanding schedules. Please describe your experience supporting multiple leaders. What strategies do you use to balance competing needs while ensuring each executive feels well supported?

2.Administrative Business Partners are often trusted partners to multiple leaders. Tell us about a time when you found yourself caught between competing priorities or conflicting expectations from stakeholders. How did you navigate the situation while maintaining trust, professionalism, and strong working relationships?

3.This position requires balancing executive support with operational responsibilities such as coordinating cross-functional initiatives, managing vendors, supporting lab moves, and improving administrative processes. Please describe an example of a complex operational project you led or coordinated. What was your role, and what was the outcome?

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 , 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.

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.

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.

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

Note: Please ensure candidates are properly screened before resume submission in Fieldglass. In addition, kindly ensure the pre-screen responses are include in the resume prior to submitting the resume. Resumes without responses to pre-screen questions will be rejected.

EEO:

“Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of – Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans.”