Administrative Business Partner, Office of the CEO

About the role

This role delivers high-level administrative support directly to the Office of the CEO, partnering closely with the Executive Assistant and Family Home Office to ensure flawless execution for the executive team. The hire will own complex logistical planning and on-the-ground execution for sensitive executive initiatives, requiring sound judgment and unwavering discretion in all interactions. You will manage intricate and dynamic calendars, resolving conflicts and enabling seamless executive movements across global operations. The position demands resilience in ambiguous environments and the ability to handle sensitive information with the highest level of confidentiality and integrity. You will identify opportunities to establish new systems and improve existing administrative processes, with a specific focus on leveraging AI capabilities for optimization. Additionally, this role owns the end-to-end management of complex annual projects requiring executive engagement alongside a portfolio of ad hoc strategic requests. You will build and maintain cross-functional relationships with key executive-level stakeholders to ensure alignment and operational efficiency.

Key facts

What you'll do

Provide comprehensive administrative support to the CEO by coordinating with the Executive Assistant, Family Home Office, and security teams to facilitate complex international and domestic travel movements.

Conduct extensive research and logistics planning for unique, high-caliber offsite events, managing all details from security access to briefing materials.

Execute travel to offices and support executives on onsite visits, ensuring all logistical elements are addressed proactively and efficiently.

Track, manage, and reconcile monthly expenses, maintaining rigorous financial accuracy and compliance for executive expenditures.

Liaise with external contacts for a high volume of speaking engagements and public events, mapping out every aspect of the engagement including travel, security protocols, and preparation materials.

Manage end-to-end complex travel itineraries, presenting various creative options and contingencies for both domestic and international trips.

Identify opportunities to establish new administrative systems and processes, utilizing a firm understanding of AI capabilities to test and implement new tools for efficiency gains.

Own and drive complex annual projects that require executive engagement, managing timelines and deliverables alongside ad hoc projects that emerge with urgency.

Build and nurture cross-functional relationships between key executive-level stakeholders to streamline communication and enhance organizational alignment.

Provide on-the-ground logistical and general administrative office support during executive visits, ensuring operational continuity and a seamless experience.

Optimize scheduling and calendar management to accommodate executive priorities while balancing competing demands across the organization.

Champion process improvements by analyzing existing workflows and proposing data-driven enhancements that increase productivity and reduce manual overhead.

Ensure strict confidentiality and discretion in all interactions, safeguarding sensitive information and maintaining the trust of executive leadership.

Leverage advanced AI tools to automate routine tasks, freeing capacity for strategic initiatives and high-value problem-solving.

Requirements

Minimum 5+ years of administrative experience at a quickly-scaling or large company, demonstrating a consistent track record of reliability and execution.

Possess proven skills in organization and processes, with superb attention to detail and a strong ability to execute on complex tasks under pressure.

Show demonstrated experience in complex time management and the ability to quickly shift tasks and priorities as business needs evolve.

Operate with a strong sense of ownership, believing that trust is built on ensuring nothing is ever dropped or overlooked.

Have a proven history of building systems and processes that enable the balancing of a high volume of tasks without missing details or losing sight of long-term objectives.

Thrive in fast-paced, changing environments while remaining flexible, proactive, resourceful, and efficient in all responsibilities.

Communicate, perform, and react well under pressure or ambiguity, maintaining professionalism and clarity in challenging situations.

Continuously optimize processes to make them more efficient, seeking innovative solutions and improvements in administrative workflows.

Handle sensitive information and situations with care and confidence, maintaining the highest standards of discretion and ethical judgment.

Demonstrate the ability to anticipate and respond to the needs of others before they arise, providing proactive support to executive leadership.

Effectively integrate and utilize AI tools within existing workflows, showing experience with these technologies to enhance productivity and decision-making.

Nice to have

Preferred qualifications are considered a bonus and not a requirement for this role.

Practical notes

This is a full-time position based in San Francisco.

The successful candidate is expected to be in-office a minimum of 3 days per week.

This role requires the ability to handle extensive travel.

Candidates must be authorized to work in the United States without sponsorship for this position.