IL
Principal Administrative Business Partner
ICONMA, LLC
- 🇺🇸 United States
- On-site
- Staff / Principal
- 13 hours ago
- $104.72 – $109.72 / hour
- Trello
- PowerPoint
- Excel
13 hours ago
Responsibilities:
- Ability to independently manage complex scheduling with a possibility of various time zones and manage various top management levels of internal and external stakeholders with a high level of confidentiality
- Expert knowledge of available Client IT systems (ex: cSuite, collaboration tools)
- Manage the scheduling of senior committee meetings, global summits and department offsites (all staff, leadership teams, cross functional meetings)
- Lead the planning, organization, and execution of large-scale meetings that might entail the added complexity of managing schedules across multiple time zones with internal and/or external key stakeholders
- Partner with manager or assigned lead to design agenda & manage the distribution of all meeting materials and manage rolling agendas for standing committee or team meetings
- In collaboration with Strategic Event Services, drive the planning and execute all large department-wide offsites and/or onsites, including but not limited to: Global Town Halls, team meetings, etc
- Independently lead the planning & execution of meetings at Congress events, Global
- Summits, etc (venue & speaker selection, technical AV requirements, catering, agenda setting, contract management)
- Draft email communications on behalf of manager, team, department, leader, etc
- Partner with leaders to plan communication strategy for internal department communications
- Partner with the communications team to track, manage, prepare, support various communication and engagements.
- Manage departmental gSites, Spaces, websites, newsletters, etc. (collect content, distribute information, oversee maintenance)
- Coordinate collecting and implementing feedback for communications when applicable
- Manage overall space planning process (serve as thought partner for strategy for team placement, present to leadership team, serve as main project manager)
- Partner with leader(s) to create team agreements
- Serve as thought partner with leadership to assess employee engagement, gauge informal pulse checks, share ideas for enhancing engagement
- Manage complex candidate/interview process
- Manage administrative components and logistics of onboarding including overseeing first
- 30 days checklist and relocation
- Serve as external stakeholder connector
- Keep up-to-date on cSuite changes and organize trainings for team and/or other admins in dept
- In some cases, take on the role of Admin Lead
- Process and manage vendor/speaker engagements, contracts and payments, etc., including RFP/Vendor selection
Requirements:
- 5-7 years related administrative, operations or project management experience (experience gained in the pharmaceutical/biotech industry is strongly preferred)
- Previous work experience in Client is strongly preferred
- Previous experience must include responsibilities for managing confidential information
- Previous experience training other staff in company or departmental systems, processes, and other general or administrative tools is strongly preferred
- Proven track record of meeting or exceeding objectives and goals
- Ability to plan, coordinate, organize and prioritize work within and across functional groups and execute strategically.
- May take lead role in the assessment and coordination of work flow among team members
- Actively creates a collaborative and productive climate. Ensures ideas, opinions and the
- expertise of others are elicited when making decisions that impact overall group, actively seeks and integrates input from other parts of the organization, resolves complex issues and conflict
- Exercises judgment and discretion of highly sensitive and proprietary information
- Oversees and promotes accuracy and attention to detail of work systems and procedures, fosters a continuous improvement mindset
- Based on breadth of experience, skills and strategic context, drives the decision making process independently
- In depth knowledge of cSuite Tools (including gMail, gCal, gSheets, gSlides, Trello, gMeet, Zoom) Actively seeks to inform, promote and instruct others with innovative tools that enhance efficiency and productivity
- Familiarity with Client organization strongly preferred
- BS/BA degree or equivalent industry experience
- Requirements
- Soft skills- Emotional intelligence, discretion and confidentiality, and proactivity.
- Thinking ahead and solving problems before they turn into bigger issues. Speaking and writing in a polite, direct, and professional way with all types of people with accuracy.
- Hard/technical skills-In depth knowledge of Microsoft Office (Powerpoint, Excel and Word), cSuite Tools(including gMail, gCal, gSheets, gSlides, Trello, gMeet, ZOOM) and able to provide instruction or training to others as needed
- Minimum years of experience- 5-7 years supporting Senior Level Executive )Sr. Director and above (VP and above preferred
- Education requirements BS/BA in related field
Why Should You Apply?
- Health Benefits
- Referral Program
- Excellent growth and advancement opportunities
Principal Administrative Business Partner · ICONMA, LLC