Administrative Partner

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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