Regional HR Business Partner-Field Based Northern California Vaco LLC
Oakland, CA4 days ago
- $115,000–$130,000 Per Year
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Skills
- Administrative Skillsunmatched
- Billingunmatched
- Biologyunmatched
- Biotech and Pharmaceuticalunmatched
- Budgetingunmatched
- Business Operationsunmatched
- Business Skillsunmatched
- Business Supportunmatched
- Calendar Managementunmatched
- Catering Servicesunmatched
- Channel Supportunmatched
- Communication Skillsunmatched
- Conferencesunmatched
- Cross-Functionalunmatched
- Customer Support/Serviceunmatched
- Detail Orientedunmatched
- Documentationunmatched
- Establish Prioritiesunmatched
- Event Managementunmatched
- Executive Assistant Skills unmatched
- Expense Managementunmatched
- Expense Reportsunmatched
- Follow Throughunmatched
- Google Appsunmatched
- Healthcareunmatched
- Interpersonal Skillsunmatched
- Inventory Managementunmatched
- Leadershipunmatched
- Logisticsunmatched
- Meeting Minutesunmatched
- Microsoft Excelunmatched
- Microsoft Outlookunmatched
- Microsoft PowerPointunmatched
- Microsoft Product Familyunmatched
- Microsoft SharePointunmatched
- Microsoft Wordunmatched
- Multitaskingunmatched
- Operational Strategyunmatched
- Operational Supportunmatched
- Organizational Skillsunmatched
- Plan Meetingsunmatched
- Presentation/Verbal Skillsunmatched
- Process Improvementunmatched
- Procurement Managementunmatched
- Purchasing/Procurementunmatched
- Record Keepingunmatched
- Team Playerunmatched
- Time Managementunmatched
- Travel Planningunmatched
- Vendor/Supplier Managementunmatched
- Writing Skillsunmatched
Description
Administrative Business Partner (Contract)
Location: South San Francisco, CA
Work Schedule: 100% Onsite (5 Days per Week)
Employment Type: Contract
About the Opportunity
We are seeking a highly organized and proactive Administrative Business Partner to support senior leaders and cross-functional teams within a dynamic, fast-paced professional environment. This role is ideal for an experienced administrative professional who thrives on managing priorities, streamlining operations, and providing exceptional executive support.
The successful candidate will serve as a trusted partner, helping leaders stay focused on key business objectives while ensuring day-to-day operations run smoothly. This position requires strong business judgment, attention to detail, discretion with confidential information, and the ability to manage multiple priorities with professionalism and efficiency.
Key Responsibilities Executive & Administrative Support
- Manage complex calendars, scheduling meetings across multiple stakeholders, departments, and time zones.
- Coordinate onsite and offsite meetings, leadership events, team activities, and workshops.
- Prepare, edit, and distribute presentations, agendas, meeting materials, and meeting notes.
- Arrange business travel and oversee all related logistics.
- Process expense reports, invoices, and payment requests accurately and on time.
- Maintain department records, files, and documentation.
- Identify opportunities to improve administrative processes and operational efficiencies.
- Support business planning activities, timelines, and key deliverables.
- Partner with administrative colleagues to provide seamless team support.
- Track action items and follow through to ensure deadlines and commitments are met.
- Assist with budgeting activities, purchasing requests, and vendor coordination.
- Coordinate meeting room logistics, catering services, and event materials.
- Manage office supply inventory and equipment needs.
- Welcome visitors and support guest experiences.
- Assist with internal communications and information-sharing initiatives.
- Collaborate with cross-functional teams on administrative and operational projects.
- Support multiple initiatives simultaneously while maintaining a high degree of accuracy.
- Participate in staff meetings and assist with coordination, documentation, and follow-up activities.
Required Qualifications
- Bachelors degree or equivalent combination of education and relevant experience.
- 5+ years of experience in an Administrative Assistant, Executive Assistant, Administrative Business Partner, or related business support role.
- Experience supporting multiple leaders in a fast-paced corporate environment.
- Strong expertise in calendar management, meeting coordination, and executive support.
- Excellent written, verbal, and interpersonal communication skills.
- Proven ability to handle sensitive and confidential information with discretion.
- Exceptional organizational, time management, and prioritization skills.
- Strong attention to detail with a consistent track record of follow-through and accountability.
Preferred Qualifications
- Experience supporting Director-level leaders and above.
- Experience coordinating large-scale meetings, workshops, conferences, or offsite events.
- Advanced proficiency with:
- Microsoft Outlook
- Microsoft Word
- Microsoft Excel
- Microsoft PowerPoint
- Microsoft Teams
- SharePoint
- Google Workspace (Docs, Sheets, Slides)
- Experience with travel coordination, expense management, purchasing, and vendor management processes.
- Prior experience working in biotechnology, pharmaceutical, healthcare, life sciences, or professional corporate environments.
What Makes You Successful
- Proactive, resourceful, and solutions-oriented.
- Able to anticipate business needs and take initiative.
- Highly organized with the ability to manage competing priorities effectively.
- A collaborative team player with a strong customer-service mindset.
- Comfortable working independently and making sound decisions.
- Adaptable and resilient in a rapidly changing environment.
- Committed to delivering exceptional administrative and operational support.
If you are a detail-oriented Administrative Business Partner who enjoys supporting leaders, driving operational excellence, and contributing to a high-performing team, we encourage you to apply.
Numbers & Facts
| Location | South San Francisco, CA |
| Industry | Other/Not Classified |
| Company Size | 100 to 499 employees |
| Year Founded | 1983 |
| Website | http://apollopros.com/ |
About Company
Apollo Professional Solutions was founded by Gayle A. Williams in 1983 as a technical staffing firm supporting New England aerospace companies. Today, Apollo has grown into a $40 million year company, with 5 regional offices nationwide that offers diversified support to industries that include: defense, military, aeronautical, civil, food & beverage, healthcare, marine, pharmaceutical and scientific industries, as well as local government. We are an equal opportunity employers, that is also certified as a Women’s Business Enterprise by WBENC as well as the State of Massachusetts (SOWMBA Office.)
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