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Executive Assistant / Administrative Business Partner (ABP)
Position Overview
Role Type: Fixed-Term Contract (Hybrid)
Contract Duration: 17th August 2026 – 16th April 2027
Location: London, UK (3 days on-site / 2 days remote)
We are seeking a high-performing Executive Assistant / Administrative Business Partner (ABP) to join our London team. In this role, you will act as a strategic partner, managing complex calendars, travel, expenses, and site culture initiatives with minimal guidance.
You will bring a deep understanding of business priorities, sound judgment, and high discretion. As a key culture builder and operational cornerstone, you will collaborate across functional teams, establish trust, and serve as a role model within the local and regional ABP community.
Key Responsibilities
Calendar & Time Management
- Proactively manage and optimize calendars for leadership, teams, and site operations across multiple time zones.
- Resolve scheduling conflicts, build in prep time, and align time allocations with short- and long-term business goals.
Event & Site Culture Leadership
- Drive end-to-end delivery of medium-to-large events (e.g., team off-sites, summits, tech talks, site-wide cultural initiatives).
- Oversee all event logistics: venue booking, equipment, vendor coordination, swag, and budget management.
- Recommend and lead strategic programs that boost team dynamics, site effectiveness, and local workplace culture.
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Travel & Expense Management
- Coordinate end-to-end domestic and international travel, ensuring alignment with preferences, visa/passport requirements, and tech needs.
- Remain on-call during travel to resolve urgent issues; build travel agendas and post-travel documentation as needed.
- Manage expense reporting, purchase orders, and invoice approvals with strict adherence to budget policies.
Executive & Meeting Support
- Prepare for high-stakes meetings: draft agendas, compile slide decks, confirm equipment/attendees, and capture notes.
- Serve as a trusted advisor, handling highly confidential information with an advanced understanding of company policies.
Operations & Office Space Coordination
- Assess and advocate for office space needs, collaborating with Real Estate Workplace Services (REWS) on allocation and moves.
- Identify operational bottlenecks and lead process improvement initiatives across the site or broader ABP network.
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Minimum Qualifications
To be successful in this role, you should demonstrate proven proficiency in:
- Core Administration & Calendar Management: Advanced experience optimizing complex calendars and daily executive workflows.
- Event & Project Management: Proven track record leading medium- to large-scale events and cultural projects from concept to completion.
- Travel & Expense Operations: Expertise in global travel logistics, risk mitigation, and processing complex expenses.
- Site Culture & Relationship Building: Ability to build rapport across teams, foster community, and act as a site culture leader.
- Confidentiality & Discretion: Highest standards of integrity when handling sensitive business data.
- Resource Planning & Facilities: Experience with space allocation, headcount management, and partnering with facilities/REWS teams.
- Communication Skills: Exceptional written and verbal communication skills across internal and external stakeholders.
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