Administrative Business Partner (I)

Overview

Join a leading global organization that drives innovation and connectivity on a massive scale. This company is at the forefront of shaping the digital future, impacting billions of users worldwide through groundbreaking technologies and services.

Are you a highly organized and proactive administrative professional ready to make a significant impact? We’re seeking a dynamic individual to join a pivotal team, where your organizational prowess and strategic support will directly contribute to the efficiency and success of key initiatives and leadership. This is an exciting opportunity to become an indispensable partner, enabling executives and teams to focus on their core objectives and drive forward critical projects that shape the future of our operations.

As an Administrative Business Partner, you will play a crucial role in supporting your team and/or site’s projects with strong judgment and discretion, navigating ambiguity with confidence. Your moderate understanding of the business will foster efficient scheduling and prioritization, while your solid communication skills will enable you to interact and build rapport with internal and external stakeholders. You will uphold the highest standards of confidentiality, ensuring compliance with all policies and procedures.

**Key Responsibilities:**

* 5+ years preparing and managing meetings for executives, teams, and/or sites, ensuring correct setup, equipment, and attendee confirmation. This includes gathering, compiling, and creating meeting materials (e.g., decks and agendas) aligned with specific meeting objectives, and assisting with note-taking.
* Assess and advocate for office space needs, managing requests for accommodations and liaising with internal workplace services teams to plan space allocation; may facilitate office moves.
* Schedule, maintain, and update calendar events proactively for supported executives, teams, and/or sites, considering time zone differences and building in adequate preparation time. Resolve scheduling conflicts, respond to meeting requests, and optimize calendaring for both short- and long-term planning. Provide recommendations to support leadership time allocation with respect to calendar and travel.
* Plan and organize site/location activities focused on culture, community affairs, and communications, collaborating with leadership teams on strategic programs and initiatives around culture, team dynamics, and site effectiveness. Participate actively in the administrative partner community.
* Plan and organize 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 and may act as the main point of contact during events.
* Contribute to projects or programs, including process improvement initiatives and executive or site-driven projects. Deliver small- to medium-scale projects/events from initiation through delivery, determining corrective action for risks and obstacles with minimal assistance. Select appropriate approaches from clear or less defined options to complete assigned tasks, using strong judgment and discretion.
* Coordinate travel for executives and teams in line with preferences, organizing 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 urgent requests during travel; may develop travel agendas and complete post-travel documentation as needed.
* Execute expense and budget management activities, including completing expense reports, reviewing and processing invoices, expense reports, and purchase orders on behalf of executives and/or sites.

**Qualifications:**

* Proficiency in calendar management.
* Demonstrated ability to manage confidentiality with the highest standards.
* Experience in fostering and leading site culture initiatives.
* Proficiency in expense management.
* Experience with resource planning and headcount management.
* Strong core administrative skills.
* Proven ability to manage meetings effectively.
* Experience in team support and coordination.
* Excellent writing skills.
* Strong relationship-building capabilities.
* Proficiency in travel management.
* Experience in event management.

**About Aquent Talent:**

Aquent Talent connects the best talent in marketing, creative, and design with the world’s biggest brands.
Our eligible talent get access to amazing benefits like subsidized health, vision, and dental plans, paid sick leave, and retirement plans with a match. We also offer free online training through Aquent Gymnasium. More information on our awesome benefits!
Aquent is an equal-opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics. We’re about creating an inclusive environment-one where different backgrounds, experiences, and perspectives are valued, and everyone can contribute, grow their careers, and thrive.

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