Job Title: Administrative Business Partner
Contract Length: 11 month Contract
Location: On Site. Dublin
Supporting: Operations Site Lead
As an Administrative Business Partner (ABP), you serve as an essential link between executive leadership, cross-functional teams, and site operations. You handle scheduling, event management, travel, and budgeting with independence and sound judgment. Operating with total confidentiality, you solve operational challenges, optimize leadership time, and champion positive workplace culture.
Key Responsibilities
- Meeting Preparation: Coordinate end-to-end meeting setup for executives and teams. Assemble agenda materials, build presentation decks, verify technical setups, and capture actionable notes.
- Workspace & Facilities Management: Serve as the point of contact for office space requests. Partner with facilities and real estate teams to manage seating layouts, solve space constraints, and execute office moves.
- Strategic Time Management: Control complex executive calendars across international time zones. Resolve scheduling overlaps, guard focus time, and structure schedules to match long-term leadership goals.
- Culture & Engagement: Drive initiatives that strengthen workplace community and site morale. Collaborate with site leaders on team-building strategy, communications, and administrative group networks.
- Event & Project Ownership: Oversee end-to-end execution of events ranging from team off-sites to large summits. Handle venue sourcing, vendor negotiation, and budget tracking. Independently lead operational projects, troubleshooting obstacles as they arise.
- Travel Logistics: Design complete travel itineraries for leadership and staff. Assist with visa and passport requirements, adjust itineraries on short notice during travel, and wrap up post-trip documentation.
- Financial Administration: Process expense reports, approve incoming vendor invoices, and manage purchase orders to keep site budgets aligned.
Key Qualifications
- Complex calendar optimization
- Discretion with sensitive business data
- Site engagement and culture building
- Budgeting and expense reconciliation
- Office space and resource planning
- Executive operational support
- Meeting facilitation and documentation
- Professional written communication
- Multi-stakeholder relationship management
- End-to-end travel and event coordination
