Administrative Business Partner

Position Scope:

Within the Genentech Legal department, this Administrative Business Partner position will provide administrative support to four litigation attorneys in the Litigation Practice Group (LPG), as well as the Sr. Manager and nine team members of the Litigation Resource Center (LRC) team. This Administrative Business Partner may occasionally provide administrative support to other members in the LPG and will be located in our South San Francisco campus.

Key Responsibilities include:

• Highly skilled in Google Suite and manage shared team drives and complex scheduling requests, potentially across multiple time zones

• Timely and expeditious processing of vendor invoices, purchase orders, invoices, payment tracking and vendor maintenance within our billing system (Onit)

• Handle travel planning & coordination

• Receive, process and submit expense reports for approval by the appropriate managers

• Proficient in all available tech meeting platforms, including in-room technology, video conferences, Google Meets, Zoom and global webcasts.

• Collaborate with other LPG Admin to lead the planning & execution of team offsites (involving multiple locations, days, activities, and/or travel needs)

• Attend internal meetings & assist in note-taking and/or action item follow up

• Manage communications for day-to-day team operations, including changes in policies, processes, department reminders (e.g. handling of gifts, etc.), team agreements

• Plan and coordinate team huddles and small team events (community driven, informal)

• Ensure that employees are recognized for milestones (anniversaries, weddings, birthdays, etc.) based on department guidelines

• Schedule and support external candidate interviews

• Manage administrative components and logistics of onboarding (ensure new hires have information for orientation, welcome events, new devices, etc.)

• Handle requests for office supplies

Functional Job Responsibilities (30% specific to the role)

• Extensive experience in calendar management and scheduling meetings, in particular internal coordination with admins for senior leaders who have limited availability, and reserving conference rooms and catering as appropriate

• Handling formal document needs, such as collecting signatures live and electronically (DocuSign), getting documents notarized,obtaining apostilles, and handling urgent Fedex requests

• Act as main ambassador to our outside counsel or external visitors to campus, including visitor registration and pick-up, coordinating ad hoc meetings, arranging catering, booking conference rooms, ensuring all in-room technology is working, fielding requests for scanning/printing, arranging for the retrieval and transportation of hard copy boxes - both between buildings as well as via FedEx

• Highly skilled in document formatting (Word and gDocs)

• Coordinate certain logistics of office setup, moves and caseroom needs (space management), and closely collaborate with administrative space planning lead

• Ability to work with outside counsel on litigation matters and occasionally respond to administrative requests with the supervision of an attorney or paralegal colleague

Required Skills and Qualifications:

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

• Functional working knowledge of billing and matter management tools (Onit) and document management programs (iManage) a plus

• Ability to multitask, prioritize and execute tasks independently.

• Ability to handle routine and impromptu assignments with minimal supervision

• Collaborative, supports team development, seeks all relevant or useful information for the team, willing to contribute and assist others in the dept as needs arise

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

• Demonstrates accuracy and attention to detail of own and other's 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 (including gMail, gCal, gSheets, gSlides, Trello, Jamboard, gMeet, ZOOM)

• Certified Notary Public a plus

• High school diploma, BS/BA degree, or equivalent industry experience

The expected salary range for this position based on the primary location of South San Francisco is insert $80,250 and $112,350. Actual pay will be determined based on experience, qualifications, geographic location, and other job-related factors permitted by law. A discretionary annual bonus may be available based on individual and Company performance. This position also qualifies for the benefits detailed at the link provided below.

Genentech is an equal opportunity employer, and we embrace the increasingly diverse world around us. Genentech prohibits unlawful discrimination based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin or ancestry, age, disability, marital status and veteran status.

Genentech requires all new hires to be fully vaccinated against COVID-19 as of their start date. This requirement is a condition of employment at Genentech, and it applies regardless of whether the position is located at a Genentech campus or is fully remote. If you are unable to receive the vaccine due to a disability or serious medical condition, or because it is prohibited as a result of your sincerely held religious beliefs, you will have an opportunity to request a reasonable accommodation.