Executive Assistant

Administrative Business Partner (ABP)

Role Overview

• Location: London – 3 days in the office per week
• Hours: 40 per week

As an Administrative Business Partner (ABP), 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 positive impact on scheduling and prioritisation. You utilise 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 organise 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 ABP community and seen as a role model at the site, location, or regio
• n.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; optimising 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 trave
• l.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 sit
• e.Complete travel coordination tasks with minimal guidance. This includes: scheduling and coordinating travel for executive(s) and team(s) in line with preferences, organising 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 neede
• d.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-takin
• g.Plan and organise 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, E/ABP global community projects, Function/PA/Site E/ABP specific process improvement or other projects, executive or site-driven projects or programs not related to the E/ABP role). 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 discretio
• n.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 move

s.Minimum role qualification requires proficiency

• in:Site culture leaders
• hipEvent managem
• entManage meetings effectiv
• elyTravel managem
• entManaging confidential
• ityCore administrat
• iveResource planning and headcount managem
• entExpense managem
• entRelationship build
• ingTeam Managem
• entWrit
• ingCalendar managem

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