As an Administrative Business Partner, you proactively complete administrative tasks such as travel management, expense reports, calendar management, and facilities coordination with minimal guidance. You use excellent judgment and discretion to support your team's and/or site's projects and have established trust with cross-functional partners.
You have a strong understanding of the business, fostering a positive impact on scheduling and prioritization.
You utilize solid communication skills to collaborate and build rapport with internal and possibly external-facing parties. You exhibit the highest standards of confidentiality, with an advanced understanding of our policies and procedures.
Responsibilities Include:
Plan and organize site/location activities in areas of culture, community affairs, PR, communications with both the internal and external communities with minimal guidance. Make recommendations to the leadership teams and site/location with regard to strategic programs and initiatives around culture, team dynamics, site effectiveness.
Provide support to our wider community and be seen as a role model at the site, location, or region.
Schedule, maintain, and update calendar events, with minimal guidance. This includes: proactively scheduling, maintaining, and updating calendar events 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 scheduling and meetings; optimizing calendaring for short and long-term planning of supported executive, team, and/or site; making recommendations to support leadership time allocation with respect to calendar and travel.
Execute expense and budget management activities with minimal guidance. This includes: completing expense reports, reviewing and processing invoices, expense reports, and purchase orders on behalf of executives and/or site.
Complete travel coordination tasks with minimal guidance. This includes: scheduling and coordinating travel for executive(s) and team(s) in line with preferences, organizing business-related, pre-travel preparation (e.g., visa and passport support, tech support, cultural considerations); may travel with executives and teams and remain on-call to respond to executive's urgent requests during travel; may develop travel agendas and complete post-travel documentation as needed.
Prepare meetings for the executive, team, and/or site with minimal guidance.
Ensure meeting room, equipment, and attendee list 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.
Plan and organize internal and external programs and events (e.g., budget management, team off-sites, site-wide events, business events, tech talks, summits) and manage event logistics (e.g., venues, equipment, swag, entertainment, travel) in collaboration with internal partners and external vendors; ensure compliance with internal and external policies/procedures; may act as the main point of contact during the event.
Contribute to projects or programs (e.g., Culture Club, global community projects, Function/PA/Site specific process improvement or other projects, executive or site-driven projects or programs).
Execute events, projects or programs with minimal guidance. Deliver MEDIUM to LARGE-scale projects/events from initiation through delivery, determines corrective action for risks and obstacles with occasional assistance from executive, may serve as an escalation point.
Proactively identify approaches to solve problems.
Exhibit excellent judgment and discretion.
Assess and advocate for office space needs with minimal guidance; manage requests for space accommodations; liaise with internal partners (e.g., real estate workplace services REWS) to construct and plan space allocation; may facilitate office moves.
Minimum role qualification requires proficiency in:
- Site culture leadership
- Event management
- Manage meetings effectively
- Travel management
- Managing confidentiality
- Core administrative
- Resource planning and headcount management
- Expense management
- Relationship building
- Team Management
- Writing
- Calendar management
