Title:
Administrative Partner
Location:
La Jolla, San Diego
Pay:$40.00-$49.00/hour
Schedule:
Standard Office Hours
Duration:
6-Month Contract
A leading company is seeking an experienced Administrative Partner to provide strategic, high-impact support to senior R&D and Systems Integration leadership. Based on-site 5 days per week at their San Diego headquarters, this role serves as a trusted partner to executive leadership across a complex, fast-paced global organization spanning three international sites. The ideal candidate brings independent judgment, strategic thinking, and the ability to coordinate across multiple teams and geographies.
Job Responsibilities:
In this role, you will manage and support a variety of projects within the Administrative/Executive Support function. Key responsibilities include:
- Own and strategically manage complex executive calendars for VP and senior leaders, prioritizing business activities, governance forums, and cross-functional engagements
- Coordinate logistics and communications for multi-site team engagements across global locations, including travel, meeting preparation, and stakeholder alignment
- Act as the primary liaison between leadership and cross-functional teams, managing communication, decision gates, and deliverable tracking
- Support strategic partnerships with external organizations and maintain stakeholder relationships
- Work closely with HR and finance business partners to support talent review, performance management, promotion processes, and budget/planning reviews
- Plan and execute leadership meetings, workshops, off-sites, and team events both on-site and virtually
- Manage expense reporting and financial administration with accuracy and timeliness
- Handle confidential information and sensitive communications with sound judgment and discretion
- Collaborate with peer administrative partners to ensure effective executive coverage and contribute to process improvement
Essential Job Duties and Job Functions:
- Exercise independent judgment on behalf of executives within established guidelines
- Anticipate bottlenecks and drive proactive solutions in a fast-paced, global environment
- Manage competing priorities with strong attention to detail and follow-through
- Build trust and influence across organizational boundaries without direct authority
- Quickly learn and apply new tools, technologies, and methodologies
- Remain calm, confident, and composed under pressure with strong executive presence
Knowledge and Skills:
- Strategic thinking with the ability to translate business goals into actionable plans
- Exceptional complex priority management and organizational skills
- Strong interpersonal and communication skills; able to influence across all levels
- Proficiency in Microsoft Outlook, Word, Excel, and PowerPoint
- Comfort with emerging tools and AI platforms (e.g., Claude, ChatGPT)
- Experience with project management tools or collaboration platforms preferred
- Global coordination experience across time zones and distributed teams
- High degree of integrity, professionalism, and discretion with confidential information
Education and Experience:
- 4–6 years of administrative experience in a mid to large-sized organization
- Proven track record supporting multiple senior leaders and managing complex, distributed teams
- Demonstrated experience with calendar management, meeting coordination, project management, and event execution
- Experience in a biotechnology, pharmaceutical, or life sciences environment preferred
- Familiarity with competitive intelligence, strategic planning, or research innovation a plus
- Basic understanding of (or willingness to learn) chemistry, physics, or biology
- Ability to engage professionally with senior leaders, external partners, and customers
- On-site availability 5 days per week at San Diego headquarters required
- Bachelor's degree preferred
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