As an Administrative Business Partner (ABP), you will complete administrative tasks such as travel management, expense reports, calendar management, and facilities coordination with some guidance, successfully navigating ambiguity.
You will use strong judgment and discretion to support your team's and/or site's projects. You possess a moderate understanding of the business, fostering efficient scheduling and prioritization. You utilize solid communication skills to interact and build rapport with internal and possibly external-facing parties.
You exhibit the highest standards of confidentiality, with a clear understanding of corporate policies and procedures.
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Meeting Management: Prepare meetings for the executive, team, and/or site with some guidance. Ensure meeting rooms, equipment, and attendee lists are correct and confirmed; gather, compile, and create meeting materials (e.g., decks and meeting agendas); ensure meeting materials are aligned with the specific meeting agenda; assist with note-taking.
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Facilities & Space Planning: Assess and advocate for office space needs with some guidance; manage requests for space accommodations; liaise with internal partners (e.g., facilities and workplace services) to construct and plan space allocation; facilitate office moves as required.
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Calendar Logistics: Schedule, maintain, and update calendar events with some guidance. This includes proactively managing calendars for the supported executive, team, and/or site with consideration for time zone differences; building in adequate preparation time for events; resolving scheduling conflicts; responding to requests for meetings; optimizing calendaring for short and long-term planning; making recommendations to support leadership time allocation with respect to calendar and travel.
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Culture & Community Engagement: Plan and organize site/location activities in areas of culture, community affairs, communications, and internal relations with some guidance. Collaborate with leadership teams regarding strategic programs and initiatives around culture, team dynamics, and site effectiveness. Participate in the internal administrative peer community.
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Event Planning: Plan and organize internal and external programs and events (e.g., budget management, team off-sites, site-wide events, business events, technical talks, summits) and manage event logistics (e.g., venues, equipment, branded merchandise, entertainment, travel) in collaboration with internal partners and external vendors; ensure compliance with corporate policies; act as the main point of contact during events.
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Process Improvement: Contribute to administrative community projects, process improvement initiatives, or other executive-driven programs. Deliver small to medium-scale projects and events from initiation through delivery, determining corrective action for risks and obstacles with minimal assistance from executives.
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Travel Coordination: Coordinate travel tasks with some guidance. This includes scheduling and coordinating travel for executives and teams in line with preferences; organizing business-related, pre-travel preparation (e.g., visa and passport support, technical support); potentially traveling with executives and teams to remain on-call for urgent requests; developing travel agendas and completing post-travel documentation.
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Expense & Budget Management: Execute expense and budget management activities with some guidance. This includes completing expense reports, as well as reviewing and processing invoices and purchase orders on behalf of executives and the site.
