Administrative Partner

$87,360 - $108,160/Yr

Tailored Management - South San Francisco, CA

Full-time - Entry Level

South San Francisco, CA

Professional, Scientific, and Technical Services

About the position

The Administrative Partner position is a full-time contract role based in South San Francisco, CA, with a duration of over 5 months. The primary responsibility of this role is to identify and anticipate the needs of business partners while prioritizing work activities accordingly. The successful candidate will be proficient in various technology meeting platforms, including in-room technology, video conferencing tools such as Google Meets, Zoom, and global webcasts. This position requires scheduling and supporting external candidate interviews, as well as new hire orientation and onboarding processes. In addition to these responsibilities, the Administrative Partner will manage purchase orders, contracts, invoices, payment tracking, and vendor maintenance. The role involves managing multiple schedules with a strong emphasis on heavy calendaring of complex meetings. General office responsibilities include scheduling travel, processing payments and expense reports, maintaining electronic files, ordering food and supplies for meetings and events, greeting visitors, ensuring compliance with company policies, and facilitating communication across various teams and departments. The individual will also be expected to arrange, coordinate, and support meetings, events, and activities both on-site and off-site. Managing deadlines related to business needs and special projects is crucial, as is collaborating with the administrative team to support complex projects and deadlines. The role demands good judgment when handling sensitive and confidential information, flexibility in taking direction, and the ability to work independently while also being a team player. Exceptional problem-solving and decision-making abilities, along with excellent customer service skills, are essential for success in this position.

Responsibilities

• Identify and anticipate needs of business partners and prioritize work activities accordingly.
• Proficient in all available tech meeting platforms including in-room technology, video conferences, Google Meets, Zoom, and global webcasts.
• Schedule and support external candidate interviews and new hire orientation and onboarding.
• Submit facilities, IT, and Site Services requests.
• Manage purchase orders, contracts, invoices, payment tracking, and vendor maintenance.
• Manage multiple schedules with emphasis on heavy calendaring of complex meetings.
• General office responsibilities including scheduling travel, processing payment and expense reports, maintaining electronic files, ordering food and supplies for meetings and events, greeting visitors, ensuring compliance with policies, and facilitating communication across the company.
• Arrange, coordinate, and support meetings, events, and activities both on and off-site.
• Manage deadlines related to business needs and special projects.
• Collaborate with the administrative team to support complex/special projects and deadlines.

Requirements

• 7-10 years of previous administrative experience.
• Strong computer skills utilizing Google Suite (gCal, gMail, gDrive, etc.).
• Excellent written and verbal communication skills.
• Ability to handle confidential, complex, and sensitive information.
• Flexibility to take direction from business partners and the administrative team on routine tasks and projects.
• Demonstrate autonomy in managing time and prioritizing tasks.
• Exceptional problem-solving and decision-making abilities.
• Excellent customer service support with attention to detail.
• Ability to manage multiple projects or unexpected requests simultaneously.

Benefits

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance