Administrative Business Partner [AQ-19279]

Join a world-renowned leader in technology and innovation, where your strategic administrative support will be instrumental in driving operational excellence and fostering a dynamic work environment. As a pivotal partner, you will empower executives and teams to focus on groundbreaking initiatives, directly contributing to the company’s success and global impact. This is an exciting opportunity to leverage your organizational prowess and discretion in a fast-paced, forward-thinking organization, making a tangible difference every day.

About The Role

We are seeking a highly organized and proactive professional to step into a critical administrative support role. In this position, you will be the backbone of efficiency, expertly managing complex schedules, coordinating essential logistics, and ensuring seamless operations for your supported teams and executives. Your ability to navigate ambiguity with sound judgment, maintain the highest standards of confidentiality, and build strong relationships will be key to your success and the success of the teams you support. This role offers the chance to be at the heart of strategic planning and execution, contributing to a vibrant workplace culture and impactful projects.

Key Responsibilities

• Prepare and manage all aspects of meetings for executives and teams, including confirming attendees, securing equipment, compiling and creating meeting materials (e.g., decks, agendas), and assisting with note-taking.
• Assess and advocate for office space requirements, manage accommodation requests, and collaborate with internal real estate partners to plan and facilitate space allocation and office moves.
• Proactively schedule, maintain, and update complex calendar events, considering time zone differences, building in preparation time, resolving conflicts, and optimizing schedules for both short and long-term planning.
• Plan and organize site activities focused on culture, community affairs, public relations, and communications, collaborating with leadership on strategic programs and initiatives to enhance team dynamics and site effectiveness.
• Plan and organize internal and external programs and events, including budget management, off-sites, and business events, managing all logistics from venues and equipment to travel and vendor coordination, ensuring compliance with policies.
• Contribute to and execute various projects and programs focused on culture, process improvement, or executive/site-driven initiatives, delivering small to medium-scale projects from initiation through completion.
• Coordinate comprehensive travel arrangements for executives and teams, including scheduling, pre-travel preparations (e.g., visa/passport support, tech setup, cultural considerations), and post-travel documentation. May involve on-call support during executive travel.
• Execute expense and budget management tasks, including completing expense reports, reviewing and processing invoices, and managing purchase orders for executives and/or the site.