Job Description

Administrative Business Partner

Location: Sunnyvale, CA (ONSITE) Duration: October 2026

Overall Responsibilities: As an Administrative Business Partner, you execute administrative tasks such as travel management, expense reports, calendar management, and facilities coordination. You utilize solid communication skills to interact and build rapport with internal and possibly external-facing parties. Top 3 Daily Responsibilities: calendar management, expense reports, travel management.

Responsibilities include:

• Schedule, maintain, and update calendar events, with direct guidance. This includes: proactively scheduling, maintaining, and updating calendar events for the supported executive, team, and/or site 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 and long-term planning of supported executive, team, and/or site; making recommendations to support leadership time allocation with respect to calendar and travel.
• Complete travel coordination tasks with direct 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 remain on-call to respond to executives urgent requests during travel; may develop travel agendas and complete post-travel documentation as needed.
• Prepare meetings for the executive, team, and/or site with direct 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 notetaking.
• Assess and advocate for office space needs with direct 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.
• Execute expense and budget management activities with direct guidance. This includes completing expense reports, reviewing and processing invoices, expense reports, and purchase orders on behalf of executives and/or site.
• Plan and organize site/location activities in areas of culture, community affairs, PR, communications with both the internal and external communities with direct guidance. Learn from the leadership teams and site/location with regard to strategic programs and initiatives around culture, team dynamics, site effectiveness. Participate in the ABP community at the site, location, or region.
• 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; 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/Site E/ABP specific process improvement or other projects, executive or site-driven projects or programs not related to the E/ABP role). Execute events, projects or programs with direct guidance. Participate in SMALL projects/events from initiation through delivery. Select appropriate approaches from clear options to complete assigned tasks. Use best judgment and discretion when making decisions. Ask for guidance when needed.

Minimum role qualification requires proficiency in: calendar management, manage meetings effectively, relationship building, site culture leadership, team management, core administrative, event management, travel management, writing, expense management, resource planning and headcount management, managing confidentiality.

Russell Tobin offers eligible employee's comprehensive healthcare coverage (medical, dental, and vision plans), supplemental coverage (accident insurance, critical illness insurance and hospital indemnity), a 401(k)-retirement savings, life & disability insurance, an employee assistance program, identity theft protection, legal support, auto and home insurance, pet insurance, and employee discounts with some preferred vendors.

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