Administrative Business Partner [209196]

Aquent is proud to partner with a global technology leader that is at the forefront of innovation, shaping the future of how people connect, work, and discover. This company is renowned for its dynamic environment, collaborative culture, and commitment to pushing technological boundaries. Joining this team means contributing to a mission that impacts millions worldwide, driving progress and fostering a truly global community. Are you a highly organized, proactive, and strategic professional eager to make a significant impact on a fast-paced, innovative team? We are seeking a dynamic individual to join a pivotal team, where your organizational prowess and keen judgment will directly empower leadership and enhance operational efficiency. In this role, you won’t just manage tasks; you’ll be a trusted partner, optimizing workflows, fostering a positive environment, and enabling key initiatives that drive the company’s success. Your contributions will be essential in ensuring seamless operations, allowing teams to focus on groundbreaking work and achieve ambitious goals.

What You’ll Do

• Strategic Site & Community Engagement: Proactively plan and organize activities related to internal culture, community affairs, public relations, and communications. You will provide recommendations to leadership on strategic programs and initiatives that enhance team dynamics and overall site effectiveness.
• Executive Calendar Optimization: Expertly manage complex calendars, including proactive scheduling, maintaining, and updating events for executives and teams, considering time zone differences. This involves building in preparation time, resolving conflicts, responding to requests efficiently, and optimizing schedules for both short and long-term planning, offering recommendations for leadership time allocation.
• Financial Administration & Oversight: Execute expense and budget management activities with precision, including completing expense reports, reviewing, and processing invoices, expense reports, and purchase orders on behalf of executives and the team.
• Seamless Travel Coordination: Handle comprehensive travel arrangements for executives and teams, aligning with preferences. This includes organizing essential pre-travel preparations such as visa and passport support, technical assistance, and cultural considerations. You may also provide on-call support during travel for urgent requests and assist with travel agendas and post-travel documentation.
• Meeting & Event Excellence: Prepare and facilitate successful meetings by ensuring correct room setup, equipment, and attendee lists. You will gather, compile, and create essential meeting materials like presentations and agendas, ensuring they are aligned with specific objectives, and may assist with note-taking.
• Large-Scale Program & Event Management: Plan and organize a variety of internal and external programs and events, such as team off-sites, company-wide gatherings, business events, and technical presentations. This includes managing all logistics in collaboration with internal partners and external vendors, ensuring compliance with policies, and potentially serving as the main point of contact during events.
• Project Leadership & Contribution: Contribute to and lead various projects and programs, including global community initiatives, process improvements, and executive or team-driven projects. You will deliver medium to large-scale projects from initiation through delivery, proactively identify solutions to problems, determine corrective actions for risks, and may serve as an escalation point.
• Workplace Environment Advocacy: Assess and advocate for office space needs, manage accommodation requests, and collaborate with internal partners to construct and plan space allocation, potentially facilitating office moves.

Required Qualifications

• Demonstrated proficiency in site culture leadership.
• Proven experience in event management.
• Ability to manage meetings effectively and efficiently.
• Expertise in travel management.
• Highest standards of managing confidentiality.
• Strong core administrative skills.
• Experience with resource planning and headcount management.
• Proficiency in expense management.
• Exceptional relationship building skills.
• A collaborative approach to team management.
• Excellent writing and communication skills.
• Advanced calendar management capabilities.

Client Description

Our Client is a multinational technology company, specialising in Internet-related services and products; including online advertising technologies, search engine, cloud computing, software, and hardware. The atmosphere is relaxed with a diverse and innovative culture. Opportunities for growth and progression and networking with like-minded people across the business and beyond. Aquent is dedicated to improving inclusivity & is proudly an equal opportunities employer. We encourage applications from under-represented groups & are committed to providing support to applicants with disabilities. We aim to provide reasonable accommodation for any part of the employment process, to those with a medical condition, disability or neurodivergence.