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The Position The Senior Administrative Business Partner independently manages complex administrative functions, including high-level scheduling, project coordination, and event planning, while serving as an operational partner to the Patient Safety & Medical Affairs leadership team. By applying advanced financial management knowledge and proficiency in organizational tools, you will play a significant role in team strategy, proactively streamline administrative processes, and handle a wide range of problems with autonomy to contribute to operational goals.
In addition to traditional administrative stewardship, this role anchors our leadership operating model and operational drumbeat. You will curate executive agendas, drive action-item follow-ups, support internal team communications and engagement and coordinate cross-functional initiatives across Patient Safety and Medical Affairs
Job Responsibilities Scope / (Content Leadership): Manages independently complex administrative functions, including high-level scheduling, event planning and project coordination
Establishes and manages the leadership team's operational drumbeat and rhythm of business, including weekly leadership meetings, functional reviews and governance cadences
Curates leadership agendas with the department lead,



ensures pre-reads and briefing materials are distributed ahead of time and drives post-meeting action-item accountability across workstreams
Provides structured input on improving administrative processes, team workflows and overall organizational efficiency, improving administrative processes and workflows

Accountability/Problem Solving: Independently handles a wide range of operational problems and offers solutions to optimize efficiency
Takes ownership of departmental projects and operational initiatives, seeing them through to completion with minimal supervision

Stakeholder Management: Interacts with both internal and external stakeholders, including senior management, integral counterparts, and key partners, managing relationships to ensure smooth communication and workflow
Supports internal team communications and engagement initiatives, including coordinating all-hands meetings, town halls, departmental updates, and offsites
Designs agendas and coordinates logistics for workshops and team-building sessions to foster cross-functional collaboration across Medical Affairs and Safety functions

Impact/Strategy: Plays a significant role in team strategy by streamlining administrative processes and contributing to departmental operational goals
Proactively tracks progress against team milestones and deliverables, helping prepare presentation materials, slide decks and executive readouts




Identifies continuous improvement opportunities within administrative and business workflows to elevate leadership team productivity

Complexity/ (Product Size): Manages complex executive schedules and coordinates comprehensive administrative support for larger teams and multiple concurrent projects
Organizes complex domestic and international travel arrangements, high-profile visitor logistics and large-scale team events with significant attention to detail
Handles higher-complexity, confidential operational tasks with complete discretion and professional judgment

Business/Technical ability: Displays advanced knowledge of financial management processes, managing purchase order creation, invoice processing and accruals with minimal guidance
Applies a strong understanding of organizational tools, systems and operating procedures
Utilizes advanced proficiency in technical software and office management tools, including project management and collaboration platforms, to keep the department synchronized

Qualifications

Education / Experience Proven experience independently managing complex administrative functions, including high-level scheduling, event planning and project coordination
Demonstrated experience supporting leadership operational cadences, including agenda curation, meeting governance and action tracking
Experience interacting with and managing relationships across both internal and external stakeholders, including senior management and key partners
Track record of taking ownership of projects or initiatives and seeing them through to completion with minimal supervision
Fluent English speaker with proven experience working in international and multilingual teams
Techni

📌 Senior Administrative Business Partner (Madrid)
🏢 Roche
📍 Madrid