Administrative Business Partner

This is a fully remote position, open to applicants in United States.

📋 Description

• Ensure a structured operational rhythm across departmental priorities, encompassing owners, milestones, deadlines, and follow-up activities.

• Monitor commitments, action items, deliverables, and interdepartmental dependencies.

• Prepare, document, and distribute outputs from meetings, operational notes, milestone updates, and readiness items.

• Coordinate inputs, timelines, and deliverables for initiatives of moderate to complex scope.

• Identify and highlight risks, bottlenecks, workflow gaps, and missed transitions.

• Compile and maintain reporting materials, dashboards, and departmental updates.

• Oversee departmental operational systems, rosters, intake forms, and tracking tools.

• Track and reconcile workforce data, including headcount, role levels, program assignments, and start/end dates.

• Ensure accuracy of rosters, completeness of data, and integrity of systems.

• Notify leadership of data inconsistencies, coverage gaps, transitions, and readiness issues.

• Collaborate with HR, Administration, and Training teams on onboarding, compliance, and readiness workflows.

• Arrange travel and logistics for leadership and program activities.

• Maintain documentation and tracking for preferred hotel, travel, and vendor rates.

• Assist with leadership expense and timesheet reporting activities.

• Coordinate internal teams for in-person events and promotional item needs.

• Manage complex calendars and organize internal and external meetings.

• Utilize AI-enabled and digital tools to enhance drafting, automate recurring workflows, and improve reporting.

• Identify opportunities for process improvement and support technology adoption.

• Complete assigned tasks and deliverables punctually and within budget.

• Perform other related duties as assigned.

⛳️ Requirements

• At least seven years of experience in a professional office or consulting services setting providing administrative and operational support.

• Familiarity with administrative and clerical procedures and systems, including word processing, file and record management, form design, and office procedures and terminology.

• Understanding of travel booking and event organization.

• Continuous and advanced knowledge of administrative tasks pertinent to an engineering firm.

• Proficiency in using MS Office Suite (Excel, Word, Outlook, PowerPoint, Teams, SharePoint) and Adobe (and/or Bluebeam).

• Ability to leverage AI, data analytics, and emerging technologies to enhance workflows and foster innovation.

• Capability to complete assignments accurately and with meticulous attention to detail.

• Competence in typing with minimal errors.

• Effective oral and written communication of both technical and non-technical information.

• Ability to work efficiently as part of a team and independently with minimal supervision.

• Capacity to maintain confidentiality and manage sensitive information.

• Proficiency in working successfully in a remote environment through effective communication, organizational skills, self-motivation, proactiveness, and resourcefulness in a distraction-free workspace.

• Ability to keep documents and project files neat, orderly, and complete.

• Skill in analyzing and preparing documents, reports, and correspondence.

• Ability to work under pressure and meet tight deadlines.

• Strong organizational skills to manage multiple tasks concurrently and adapt to evolving business requirements.

• Willingness to travel up to 20%, potentially to any or all 50 US states.

🏝️ Benefits

• A choice of comprehensive medical plans (including two PPO-style options and a HDHP with HSA option).

• Flexible spending accounts (FSA).

• Dental and vision insurance plans.

• Comprehensive medical, dental, and vision benefits extended to spouses/domestic partners and dependent children up to age 26.

• 401k plan with company matching and a self-directed brokerage account option.

• Paid time off, including additional paid leave during the last week of the year.

• Company-paid life insurance coverage for employees and their eligible dependents.

• Short and long-term disability and AD&D coverage.

• Opportunities for professional development.

• Tuition reimbursement.

• Assistance with professional licensing.

• Paid parental leave after one year of employment.