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Executive Administrative Business Partner
REMOTE REMOTE, CA 00000 US
Job Description
Executive Administrative Business Partner (ABP) - Population Health, Customer Engagement
Position Overview
The Executive Administrative Business Partner will support the Head of Population Health, Customer Engagement field organization by anticipating, assessing, and fulfilling stakeholder needs proactively, in a well-organized, customer-centric manner.
Administrative
- Provide administrative partnership to the assigned leader, inclusive of calendaring, communications, meeting planning, and other administrative tasks as needed
- Independently manage assigned leader calendaring and scheduling with various leadership levels of internal and external stakeholders, with a high level of confidentiality and proactivity
- Plan, schedule, and coordinate team & Leadership Team meetings
- Act as "go-to-person" for general administrative questions or other inquiries (including extensive knowledge of GNE policies)
- Maintain key document warehousing, and distribution lists for the teams
- May participate in special projects to partner with the Leadership Team or team initiatives
Communications
- Draft clear and effective communications
- Present ideas to leadership with a strong presence and verbal communication skills
- Partner with internal stakeholder groups to track, manage, prepare, and support various projects, engagements, and communication channels
- Coordinate collecting and implementing feedback for communications and surveys when applicable
Collaboration
- Leverage a wide network across the organization to influence effective stakeholder engagement and connection
- Work proactively with leadership and partners regularly to schedule, plan, and coordinate high-impact meetings and presentations
- Demonstrate strong planning & project management skills with effective follow-up across functional groups
Operations
- Assist the team in various administrative or operational activities such as coordinating agendas, gathering meeting information, editing departmental materials, channeling communication between the department and other internal groups, etc.
- Synthesize meeting minutes & feedback; develop outputs for the team (slides, summaries, etc.)
- Collate and track high-level timelines and milestones for key team deliverables
- May participate in special projects to support CE initiatives
- Partner closely with the following departments on applicable business matters, updates, and troubleshooting: HR, IT, Procurement, Finance, FAI, Meeting Services, Offsite Team Meetings, and Compliance
Internal Event Planning & Execution
- Handle logistics for team meetings including sourcing, contracting, rooming lists, registration, communicating logistics, surveys, group activities, dinners, budget, invoice review and payment
- Coordinate with internal administrative teams to support field-to-home office engagements, including listening tours and roundtables
- Execute team building, culture, wellness, and development activities to support employee engagement as needed
External Event Coordination
- Coordinate with external administrative teams of key customers to facilitate in-office meetings, events, local programs, and gatherings at special congresses
- Lead planning/logistics for charitable or community events or outreach across therapeutic areas, in collaboration with local teams
- Support contract or funding requests as they relate to various team activities (e.g., HCP presentations, etc.)
Location: Remote.
Applicants must be able to provide support to the Central time zones. Up to 25% of business travel will be required by air or car for internal and external meetings.
Who You Are:
- Minimum 3-5 years of administrative experience supporting Senior Management, preferably with field teams
- Ability to work across US time zones, dependent on assignment, is required.
- Familiarity with the organization or pharma/biotechnology is strongly preferred
- Previous experience must include responsibilities for managing confidential information
- Ability to plan, coordinate, organize, and prioritize work within and across functional groups and execute strategically.
- Oversees and promotes accuracy and attention to detail of work systems and procedures, fosters a continuous improvement mindset
- In-depth knowledge of gSuite Tools (including gMail, gCal, gSheets, gSlides, gMeet)
- BS/BA degree or equivalent industry experience
- Business travel, by air or car, is required for occasional internal and external business meetings
Preferred Qualifications:
- Strategic Agility: Demonstrated ability to make sound decisions by prioritizing effectively, understanding interdependencies, adapting messages to diverse audiences, and adjusting strategies or operational approaches to align with evolving business needs.
- Communication & Professionalism: Strong written and verbal communication skills with the ability to represent company positively and professionally during internal and external engagements.
- Teamwork & Collaboration: Proven ability to cultivate and leverage a broad organizational network, navigate formal and informal structures, and contribute to business needs through strong collaborative efforts.
- Project Management & Operational Excellence: Expertise in project management methodologies, strategic planning, and operational execution, with proficiency in agile practices, creating comprehensive plans, and delivering high-quality, timely deliverables using efficient processes and tools.
Pay Rate Range: $40-56/hr depending on experience
Equal Opportunity Employer: We are proud to be an equal opportunity employer. We welcome and encourage applications from all qualified candidates regardless of race, sex, gender identity or expression, disability, age, religion or belief, sexual orientation, or any other characteristic protected by applicable laws and regulations. It is our policy not to discriminate against any applicant or employee, and we are committed to fostering a diverse, inclusive, and respectful work environment across all locations in which we operate. We believe that diversity, equity, and inclusion are fundamental to our mission and enhance our ability to serve clients globally. If you have a disability or require any reasonable accommodations during the application or interview process, please inform your recruiter or contact us directly so that we can explore the appropriate arrangements.
Fraud Alert: Candidate safety is a top priority at Planet Pharma. The industry has seen an increase in people falsely representing themselves as recruiters to gather personal information from job seekers. For your safety, do not provide sensitive data to anyone you have not spoken with thoroughly, never provide banking information during the application process and always double check the email address of the Recruiter to ensure it’s from an official Planet Pharma domain (@planet-pharma.com, @planet-pharma.co.uk, and @ppgadvisorypartners.com) and not a domain with an alternative extension like .net, .org or .jobs.
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