Administrative Business PartnerLocation: UK, LondonLength: 6 monthsRate: £25.00 p/h (Inside IR35)Hours: 9am – 6pmRole Brief Duties:
- Complete core administrative tasks (e.g., travel management, expense reporting, calendar management, facilities coordination) under some guidance from the executive
- Complete core program management tasks by delivering small- to medium-scale projects or events from initiation through delivery
- Select appropriate approaches from clear or less defined options to complete assigned tasks
- Use strong judgment and discretion with some guidance
- Perform the role with some supervision from the executive and know how to find information.
- Effectively navigates ambiguity
- Determine corrective action for risks and obstacles in projects or events with minimal assistance from the executive
- Ability to build trusting, collaborative relationships and rapport with different stakeholders and businesses. This includes being approachable, engaged, authentic, and relating well to people regardless of personality or background
Responsibilities:Calendar ManagementSchedule, maintain, and update calendar events, with some guidance. This includes: proactively scheduling, maintaining, and updating calendar events for the supported executive or team with consideration for time zone differences; building in adequate preparation time for events; resolving scheduling conflicts; responding to requests for scheduling and meetings; optimizing calendaring for short-long-term planning of supported executive and team; making recommendations to support leadership time allocation concerning calendar and travel.Expense ReportsExecute expense management activities with some guidance. This includes: completing expense reports on behalf of executives, reviewing and processing invoices, expense reports, and purchase orders.Facilities CoordinationAssess and advocate for office space needs with some 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 moves.Meeting CoordinationPrepare meetings for the executive or team with some 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-taking.Program ManagementPlan and organize internal and external programs and events (e.g., team off-sites, business events, tech talks, summits) and manage event logistics (e.g., venues, equipment, swag, entertainment, travel) in collaboration with internal partners and external vendors; to 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 E/ABP specific process improvement or other projects, executive-driven projects or programs not related to the E/ABP role). Travel ManagementComplete travel coordination tasks with some guidance. This includes: scheduling and coordinating travel for executive(s) and team(s) 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 remaining on-call to respond to executive urgent requests during travel; may develop travel agendas and complete post-travel documentation as needed.
