Senior Administrative Business Partner

Job Summary:

• At Client, we believe every employee makes a difference. Therefore, your mindset and behavior is as important to us as your experience and capabilities.
• We ask you to bring your unique experience and personality to the team so we can celebrate a more diverse and inclusive workforce.
• If you are interested in helping us transform into a more open, dynamic, transparent, inclusive, collaborative and agile team – consider this role.
• The purpose of the Senior Administrative Business Partner (Sr. ABP) position is to support the PTQ Leadership Team, PTQ Global teams, and the PTQ Client community with coordination and execution of administrative tasks and projects, events, and meeting management to ensure continued success across Quality functions to meet PTQs vision of “All Value, Zero Waste, For Patients”.
• This person will be a Primary Point of Contact (PPoC) for at least one PTQ Leader and will act as a deputy for other ABPs within PTQ as needed.

Job Duties/Responsibilities:

• Work in partnership with the identified PTQ Leadership Team (LT) and the PT Mississauga Team to support the development of the culture, mindsets and behaviors within the LTs to enable a high functioning team.
• Calendar management, requiring interaction with both internal and external executives and assistants, to coordinate a variety of executive meetings.
• Able to make independent decisions regarding calendar priorities of those you support to reduce conflicts and accommodate high priority commitments.
• Event management: manage and coordinate cross-site and cross-region leadership and strategic activities such as off-sites and other internal/external meetings.
• Project coordinate meetings, develop agendas, follow up on action items, and drive efficient & effective meetings.
• Support the coordination and preparation of presentations and communications, i.e. all hands meetings, town halls, wellness activities, etc.
• Manage meeting coordination and agendas to reflect the overall priorities of the business, and ensure the discussions add value and move the business forward.
• Support and may train the organization and employees in adopting state-of-the art virtual communication tools and techniques.
• Oversight and support of multiple cost centers including contract processing, invoicing and maintaining standard tracking tools utilizing various software applications.
• Act as the departmental "go-to-person" for general operational or administrative questions or other inquiries.
• Work collaboratively and in a self-directed way with other Administrative Associates in the network as a member of the PTQ NA Admin team.
• Act as interim backup for other ABPs when needed.
• Coordinate all aspects of onsite team meetings and department meetings.
• Maintain department share folder, google drives and department distribution lists.
• Coordinate and support of interview processes and onboarding for new employees.
• Coordinate and manage office moves and equipment/material needs.
• Partner with peers onsite and in other locations as needed to align on direction.
• Develop and drive a communication strategy to ensure alignment, a collaborative spirit, and sense of community across the assigned PTQ departments and PT Mississauga functions, and with key stakeholders.
• Keep executive presentations and organizational communications up-to-date and support other leadership members as appropriate.
• Supports and coordinates recruiting activities in South San Francisco (SSF), Basel and Mississauga sites and works with the hiring manager to drive an end-to-end onboarding process resulting in a streamlined and consistent on boarding process.
• Project and Change Management: Lean and Agile.
• Project management experience a plus.
• Self-starter with excellent time management and organization skills.
• Support cross-functional projects and initiatives in support of execution of assigned PTQ department and PT Mississauga site objectives, interact within and across the matrix to manage project deliverables and timelines utilizing strong collaboration and influencing skills.
• Brings or committed to learning Lean & Agile methodologies in order to support and contribute to the PT vision and strategy for Lean and Agile.
• Providing inputs and feedback on transformation initiatives.

• Enterprise thinking, comfort with challenging the status quo, influencing change and navigating a global network.
• Agility, collaboration, communication, facilitation skills, negotiation and influence abilities, presentation skills, and understanding of the business.
• Superior and independent judgment and discretion with sensitive, confidential and proprietary information.
• A creative and growth mindset.
• Network thinking.
• Ability to build trust and confidence with colleagues.
• Degree in Science, Engineering, Business, liberal arts or equivalent.
• Reliable time management and organizational skills.
• Proficient with Google applications (required), Office (required).
• Ability to drive prioritization with some guidance in a highly dynamic and ambiguous environment.
• 2-5 years’ experience in the pharmaceutical industry preferred.
• Open to rotating assignments to support personnel development and business needs.
• Ability to work on establishing a collaborative and respectful environment.
• Able to work effectively across cultures.
• Strong verbal and written communication, facilitation, presentation skills.
• Fluency in written and verbal English language, additional languages are an asset (German, French, Spanish).

Mandatory Skills Required - technical/non-technical:

• Reliable time management and organizational skills.
• Proficient with Google applications (required), Office (required).
• Ability to drive prioritization with some guidance in a highly dynamic and ambiguous environment.
• Strong verbal and written communication, facilitation, presentation skills.

Top Primary Goals for New Hire within 60days:

• Get onboarded quickly to our new highly visible internal project, called the Cockpit.AI.
• Contribute to the first epics in our prototype development project.
• Bring in their first own ideas about our data engineering pipeline within the project.

Work Location:

• This is an onsite role within the Mississauga Campus.
• Candidate will be required to work onsite at least 3 days every week.

AI Disclosure:

• This recruitment process will not use automated or AI-enabled tools to assist with application screening and scheduling.
• All hiring decisions are made by qualified human reviewers.