Administrative Business Partner
About the job
As an Administrative Business Partner, you provide proactive, high-impact administrative and operational support to executives, teams, and/or sites with minimal guidance. You exercise sound judgment, discretion, and confidentiality while building trusted relationships with cross-functional partners. With a strong understanding of the business, you enable effective prioritization, scheduling, and execution across leadership, teams, and site operations.
You are a collaborative communicator, a culture carrier, and a reliable problem solver who drives results independently while elevating the overall effectiveness of the organization.
Key Responsibilities
Administrative & Executive Support
- Manage complex calendars for executives, teams, and/or sites, including proactive scheduling, conflict resolution, time zone coordination, and short- and long-term planning.
- Provide recommendations to optimize leadership time allocation across meetings, travel, and priorities.
- Coordinate domestic and international travel, including booking, pre-travel preparation, agendas, and post-travel documentation; may travel with executives and remain on-call as needed.
- Prepare and support meetings by coordinating logistics, creating agendas and materials, ensuring alignment with objectives, and assisting with note-taking.
Expense, Budget & Resource Management
- Manage expense reporting, invoices, purchase orders, and budget tracking on behalf of executives and/or sites.
- Support resource planning, headcount management, and operational tracking as needed.
Site, Culture & Community Leadership
- Plan and organize site/location initiatives related to culture, community affairs, communications, and public relations with minimal guidance.
- Advise leadership on strategic programs that enhance culture, team dynamics, and site effectiveness.
- Serve as a role model and active contributor at the site, location, or regional level.
Event & Program Management
- Plan and execute internal and external programs and events (e.g., team off-sites, site-wide events, summits, tech talks) from initiation through delivery.
- Manage event logistics, budgets, vendors, travel, and compliance with internal and external policies.
- Deliver medium- to large-scale projects/events independently, identifying risks, determining corrective actions, and serving as an escalation point when needed.
- Contribute to cross-functional, site-specific, or global projects and process improvement initiatives.
Facilities & Workplace Support
- Assess and advocate for office space needs; manage space accommodation requests.
- Partner with internal teams (e.g., Real Estate & Workplace Services) on space planning, allocation, and office moves.
Required Skills & Qualifications
- Strong administrative and executive support expertise
- Advanced calendar, travel, and expense management
- Event and program management
- Site culture leadership and community engagement
- Confidentiality and policy adherence
- Meeting management and preparation
- Resource planning and headcount management
- Relationship building and stakeholder management
- Clear, effective written and verbal communication
- Sound judgment, discretion, and problem-solving skills
