Administrative Business Partner & Office Administrator

The Position

The Opportunity:

The Administrative Business Partner & Office Administrator will be principally accountable for managing all administrative and business support needs within Genentech’s Washington DC office location, supporting PA&A and other Genentech employees that are assigned to the office location, as well as internal and external visitors.  Accountabilities include (but are not limited to), reception services, complex calendaring, event support/planning, visitor support (including USLT, GEC, and CEC level), vendor/building management, offsite support,  security/access coordination, and team engagement. 

With the sensitive nature of our work, this position will work closely with Security colleagues in our fundamental responsibility of protecting our people, products, and pipeline by ensuring safe, appropriate, and authorized access to our office suite.  This position requires an individual with impeccable integrity and the ability to handle sensitive and confidential information with outstanding judgment.

Job Responsibilities:

• Manage office operations, including coordination with building management, security, and PA&A leadership 

• Handle all guest and employee interactions with the highest level of professionalism and customer service mindset to ensure we are always exceeding expectations.

• Manage reception area operations, including managing the visitor’s log, greeting guests, collecting incoming mail, shipping outgoing mail, validating parking, receiving packages and shipments, and answering phones

• Manage scheduling of conference rooms with both internal and external stakeholders (onsite, offsite, live or virtual)

• Troubleshoot and manage IT, building, and Site Services requests

• Order and maintain office supplies (e.g., copy room and kitchen resources)

• Manage purchase orders, invoices, payment tracking, and vendor maintenance

• Oversee new hire logistical onboarding (e.g., acquire security fobs and parking passes as needed)

• Support the planning and execution of department or office staff meetings, meeting logistics including agenda creation/distribution, meeting materials, catering, room set-up, etc. 

• Manage communications for day-to-day office operations, including changes in policies, processes, department reminders, and team agreements

• Plan and coordinate office events (employee engagement, community-driven, informal)

• Serve as the internal and external face/liaison between the team and Genentech, acting appropriately and professionally

• Possess a general knowledge of available Genentech IT systems such as cSuite, virtual conference tools, etc

• Contribute to a team culture of innovation, enterprise-level thinking, collaboration, and impact

• Provide administrative business support to PA&A teams and departments (based on business need), including but not limited to calendaring, contracting, event support, and expense reporting. 

Who you are:

• An average of 3-5 years related administrative, operations, or project support experience (experience gained in the pharmaceutical/biotechnology industry is preferred)

• Ability to handle routine and impromptu assignments with minimal supervision

• Ability to handle and exercise judgment and discretion concerning sensitive, confidential, and proprietary information

• Demonstrates accuracy and attention to detail of one's own and others' work

• Confident operating within a well-defined job scope and a shared decision-making process

• In-depth knowledge of Microsoft Office (PowerPoint, Excel, and Word), cSuite Tools Ad(including gMail, gCal, gSheets, gSlides, Trello, Jamboard, gMeet, ZOOM) 

• Must demonstrate outstanding office management and administrative capabilities with a proven record of meeting defined objectives and goals.

• Outstanding time management, organizational, and project management skills, as evidenced through past performance, track record, and results.

• Strong attention to detail in the creation/editing of department materials and specific proficiencies in the production of documents, presentations, and spreadsheets.

• Strong communication skills, both written and verbal. Communicates clearly, concisely, thoroughly, and promptly wi