Overview
Administrative Assistant Jobs in South San Francisco, CA at eTeam
Title: Administrative Assistant
Company: eTeam
Location: South San Francisco, CA
Job Title: Administrative Business Partner
Location: South San Francisco, CA – 94080
Duration: 6 Months
Position Overview
Our client is seeking an experienced Administrative Business Partner (ABP) to provide high-level administrative and operational support to leaders and teams within a fast-paced, collaborative environment. This role requires exceptional organizational skills, strong business acumen, and the ability to manage multiple priorities while maintaining a high level of professionalism and confidentiality.
The successful candidate will be a proactive problem solver who can anticipate business needs, manage complex schedules, support department operations, and drive administrative excellence across the organization.
Key Responsibilities
Executive & Administrative Support
● Manage complex calendars and coordinate meetings across multiple stakeholders and time zones.
● Schedule and support onsite and offsite meetings, team events, workshops, and leadership activities.
● Prepare, edit, and distribute presentations, meeting materials, agendas, and minutes.
● Coordinate travel arrangements and manage associated logistics.
● Process expense reports, invoices, and payment requests in a timely manner.
● Maintain department files, records, and documentation.
Operational Support
● Develop, implement, and improve administrative processes and procedures.
● Manage business planning deadlines and support special projects.
● Partner with administrative colleagues to provide seamless support across teams.
● Monitor action items and follow up to ensure timely completion.
● Assist with budgeting activities, purchasing, and vendor coordination as needed.
Office & Event Coordination
● Coordinate catering, meeting room logistics, and event supplies.
● Order and maintain office supplies and equipment.
● Welcome and assist visitors and guests.
● Support department communications and information sharing.
Project & Team Support
● Collaborate with cross-functional stakeholders on administrative and operational initiatives.
● Support multiple projects simultaneously while maintaining accuracy and attention to detail.
● Participate in staff meetings and assist with meeting coordination and documentation.
Required Qualifications
● Bachelor's degree or equivalent combination of education and experience.
● Minimum 5+ years of administrative, executive assistant, or business support experience.
● Experience supporting multiple leaders and working within a fast-paced environment.
● Strong calendar management and meeting coordination experience.
● Excellent written, verbal, and interpersonal communication skills.
● Demonstrated ability to handle confidential and sensitive information with discretion.
● Strong organizational skills with the ability to effectively manage competing priorities.
● Excellent attention to detail and follow-through.
Preferred Qualifications
● Experience supporting Director-level leaders or above.
● Experience coordinating large meetings, workshops, or offsite events.
● Advanced proficiency with:
○ Microsoft Outlook
○ Microsoft Word
○ Excel
○ PowerPoint
○ Teams
○ SharePoint
○ Google Workspace/ Suite (Docs, Sheets, Slides)
● Experience with travel booking, expense management, and purchasing processes.
● Experience working in a biotechnology, pharmaceutical, healthcare, or corporate environment.
Ideal Candidate Profile
The ideal candidate will be:
● A proactive and resourceful business partner.
● Highly organized and capable of managing multiple priorities simultaneously.
● A strong communicator with a customer-service mindset.
● Comfortable working independently while also collaborating within a team environment.
● An effective problem solver who exercises sound judgment and decision-making.
● Adaptable, flexible, and able to thrive in a dynamic and changing environment.
