Administrative Business Partner

Join a globally recognized leader in innovation and technology, constantly pushing boundaries to create products and services that impact millions worldwide. This pioneering organization is dedicated to fostering an environment where creativity thrives, and operational excellence is paramount. Aquent is proud to partner with this forward-thinking company to find exceptional talent ready to make a significant impact.

Step into a pivotal role where your proactive support and strategic insight will directly empower leadership and teams to drive groundbreaking initiatives. As a key partner, you will be instrumental in ensuring seamless operations, fostering a vibrant workplace culture, and optimizing the efficiency of high-impact projects. Your ability to anticipate needs, manage complex logistics, and build strong relationships will be critical to the success of diverse teams and the overall strategic objectives of the organization. This is an exciting opportunity to contribute at the highest level, shaping the daily rhythm and long-term success of a dynamic environment.

**What You’ll Do:**

* **Strategic Workplace & Community Engagement:** Proactively plan and organize activities related to workplace culture, community affairs, and internal/external communications. You’ll make recommendations to leadership on strategic programs and initiatives that enhance team dynamics and overall site effectiveness, serving as a role model within the support community.
* **Expert Calendar Management:** Masterfully schedule, maintain, and update complex calendar events with precision, considering time zone differences and building in essential preparation time. You’ll resolve scheduling conflicts, respond to meeting requests efficiently, and optimize calendaring for both short and long-term planning, offering recommendations to support leadership time allocation.
* **Financial Stewardship:** Execute expense and budget management activities, including the accurate completion of expense reports and the review and processing of invoices and purchase orders on behalf of executives and teams.
* **Seamless Travel Coordination:** Coordinate comprehensive travel arrangements for executives and teams, aligning with preferences and organizing all business-related pre-travel preparations, such as visa and passport support. You may also provide on-call support during travel or develop detailed travel agendas and post-travel documentation.
* **Meeting & Event Orchestration:** Prepare and manage all aspects of meetings, ensuring rooms, equipment, and attendee lists are confirmed. You’ll gather, compile, and create essential meeting materials, aligning them with specific agendas, and assist with note-taking.
* **Large-Scale Project & Event Delivery:** Plan and organize internal and external programs and events, managing all logistics from budget to venues, equipment, and entertainment. You’ll ensure compliance with internal and external policies, potentially acting as the main point of contact, and contribute to various projects or programs, delivering medium to large-scale initiatives from initiation through delivery.
* **Workplace Environment Optimization:** Assess and advocate for office space needs, managing requests for accommodations and collaborating with internal partners responsible for workplace services to plan space allocation and facilitate office moves.

**Qualifications:**

**Must-Have Skills & Experience:**

* Proven proficiency in workplace culture leadership.
* Demonstrated expertise in event management, including planning and execution.
* Strong ability to manage meetings effectively, ensuring productivity and organization.
* Comprehensive experience in travel management and coordination.
* Exceptional ability to manage confidential information with the highest standards of discretion.
* Solid background in core administrative functions.
* Experience with resource planning and headcount management.
* Proficiency in expense management processes.
* Outstanding relationship-building skills with internal and external stakeholders.
* A collaborative approach to team management.
* Excellent written communication skills.
* Advanced calendar management capabilities, including proactive scheduling and optimization.
* Excellent judgment and discretion in all tasks.
* Strong communication skills to collaborate and build rapport.
* Advanced understanding of policies and procedures related to administrative support.