Business Administrator

Location

Redmond, WA | United States

Job description

OVERVIEW

We are seeking a Business Administrator to work on and help with various projects, teams support, and support various leaders for a global technology and software development client. This is a 6 month contract role with a high potential for extension based on performance. 

RESPONSIBILITIES

• Calendar Management:
• Provides strategic calendar management and time planning support for manager(s).
• Aligns calendar based on knowledge of manager's preferences and operating styles (personal needs, allocation to business priorities).
• Ensures preparation of meeting setting and participant attendance, involving team members in tactical logistic support as appropriate (booking rooms, troubleshooting audio-video [AV] and technical issues).
• Gathers, prepares, and provides meeting materials (agendas, briefings, pre-reads).
• Uses judgment and knowledge of business context to identify and provide delegates for meeting conflicts as needed, makes decisions around prioritization, and keeps manager informed.
• Collaborates with peers (Business Administrators, Chiefs of Staff, Business Managers, Human Resources) to enable decision making processes.
• Engages with leader and stakeholders/business partners
• May attend meetings and/or ensure follow-up as needed.
• Manages ambiguous situations. 

• Travel Management:
• Manages travel arrangements (accommodations, transportation, security, group codes) for manager(s) and/or group.
• Creates detailed itineraries/agendas for daily activities by building agenda and setting and managing travel expectations to maximize trip productivity.
• Executes logistics of agenda (building agenda and expectations, briefing leader, sharing information with countries).
• Acts as a stand-by resource to address issues/escalations during business travel.
• Facilitates communication across stakeholders ahead of travel.
• Ensures required documents for national and international travel (immunization records, visas) are obtained for international travel.

• Rhythm of Business (ROB):
  • Understand and help to implement rhythm of business (ROB) in line with recognized patterns, and proactively takes action on business cadence.
  • Create, build, and adjust plans within areas of responsibility in partnership with Business Manager.
  • Execute meeting cadence around the ROB of the leader.
  • Use discretion to determine a distribution plan for confidential internal and external communications and brings awareness to patterns.
  • Support continual implementation and flexibility of the ROB by partnering with peers and gathering feedback.

• Event Coordination and Logistics:
  • Own the coordination, logistics, and direction for events.
  • Act as a point of contact for events.
  • Collaborate and coordinate with stakeholders to set up events, as needed, and manages supplier and business relationships end-to-end.
  • Collaborate with Business Manager in assisting with content and presenters.

• Resource Management :
  • Participate in discretionary budget tracking and reporting.
  • Partner with Finance to own expense management including documentation (purchase orders [POs], receipts, tax award spreadsheets, statements of work, reclassifications), expense tracking, and policy compliance.
  • May serve as interim approver for finance approvals.
  • May perform vendor and supplier management, including ensuring they are set up for financial processing.
  • Process expense reports in a timely manner.

• Other : Assist with special projects as needed.

A successful candidate will have demonstrated work experience in a fast-paced environment, planning, organizational and time management skills, flexibility, ability to work independently and be comfortable operating with ambiguity, meeting deadlines, changing direction in rapid response to a fluctuating work environment and prioritize among multiple projects with a dynamically changing workload.

QUALIFICATIONS

• 5+ years' Administrative, Business Support, or customer service experience in an environment with an emphasis on scheduling meetings/events, travel management, and administration work for executive/upper level management
• Preferred Qualifications
• Bachelor's Degree in relevant field (e.g., Business Administration, Human Resources [HR], Marketing, Communications, Psychology, Sociology)
• 3+ years' experience reviewing and managing administrative budgets (for events, travel, training)
• 2+ years' experience supporting executive-level management while navigating in a fast-paced environment, providing exceptional attention to detail and follow-through
• 2+ years of experience with Microsoft Outlook, Word, Excel, PowerPoint

Job tags

Salary