About the job Office & Administrative Business Partner // SYPartnersReporting Structure:Solid line to: Director of Finance & Business Operations, UAEDotted line to: Director of Administration & Director of Office OperationsAbout SYPartnersSYPartners is a consulting firm that focused on transformation. Using the tools of strategy and design, we work alongside CEOs, leaders, and their executive teams to design a better future for their organizations particularly in times of great change.The animating idea that drives us is our belief that organizations designed for both humanity and performance create unprecedented impact. We partner with leaders in organizations that have the courage and rigor to pursue both as equally essential and mutually reinforcing.And we seek to design our own organization in alignment with this idea, as well. SYPartners was founded in 1994. The company is headquartered in New York City with an office in Abu Dhabi, and is a founding member of kyu, a collective of best-in-class creative firms.The OpportunityThis role supports the UAE Executive Leadership and the Director of Finance and Biz Operations and ensures that the office operations meet our business and hospitality needs. This role is based in Abu Dhabi and will be required to be in-office five days per week.This role ensures that the infrastructure and systems required for SYP AD leadership and teams are in place to do their best work. They will gain an understanding of SYPartners business, philosophy, and approach to work. The performance and actions of the ABP are highly visible and have significant impact on the leadership and teams they support and therefore on SYPartners as a whole. The ideal candidate for this role demonstrates strategic thinking, a deep understanding of systems, shows empathy, poise, discretion, and is a pro-active team player in every way.This role also understands the nature of SYPs business, philosophy, and approach in order to ensure that the office space and its day-to-day operations meets business and hospitality needs for project teams, client and guest visits, and our own staffs needs. This role maintains the office appropriate to SYPs culture, inspired by the Guest-Host Relationship, and in partnership with other teams and functions. The Office & Admin BP actively identifies and anticipates needs, solving problems proactively and innovatively to design seamless customer experiences.Candidate Profile- You think and operate strategically. You are responsible for decision-making and planning. You are three steps ahead of your Executive, constantly anticipating problems and fixing them before they occur, and adapting swiftly to any changes.-You are curious and passionate about business and hospitality: the rhythms and dynamics that make SYP work, and are proactive in finding ways to enable our leadership, teams and our business. You seek a deep understanding of the context of your leaderships work, and use that understanding to prioritize and make trade-offs.- You bring a fusion of systems thinking and creativity in your ability to see the whole system, understand the complexity of our business, and use excellent judgment in finding innovative ways to get the work done.- You demonstrate courage and optimism. You use excellent communication skills to gain the context necessary to perform tasks, and adopt a can-do attitude; being adaptable to changes to create a better experience.- You are unfazed and adaptable in the face of change. You recognize what's most important to tackle, in what order, and are prepared to make informed, independent decisions.- You take pride in accuracy and professionalism. You show great attention to detail, thoroughness, and follow-through. You represent SYP with graciousness and poise, minimizing the ripple effect on your teams should problems arise.- You love collaborating in teams of diverse talents and skills, taking on work in a collegial, collaborative, open and friendly way. You approach problem-solving with an open mind, and are willing to take a leadership position with your peers to ensure best practices become standard for the admin team.- You are a flawless multi-tasker, able to seamlessly shift between people, tasks, modes of communication, and technology platforms with the goal to manage your time efficiently.- You are a voracious learner, using your time at SYP to build mastery around the skills you need in both your work and life.- You can zoom out and see the big picture, while also getting into the tactical details.- You lead with humanity and generosity. Your intent with all your work is to create a positive impact for your client, each other, SYPartners, and beyond.- You communicate with empathy and objectivity. Your intent is to help others while sharing your perspective and context to achieve the same goal together.How You' ll Drive Impact
Administrative Support- Schedule meetings and manage complex calendars for the UAE Leadership Team) (who own entire bodies of work and/or business units, and manage multiple projects, client relationships, and numerous SYP teams at all times).- Manage and book the Leaderships/teams travel, and her/his/their extended teams travel in collaboration with the appropriate staff member as necessary.- Communicate regularly and openly with Leaders/team to ensure they are apprised of changes to their calendars or to the work of their teams.- Submit timesheets and expense reports for the Leadership team.- Keep the Executive(s)/team organized with meeting materials and immediate priorities (who needs what by when); this may include inbox management and communication/response strategies.- Proactively ensure that the Leader and/or team has the time, resources, and/or materials needed to accomplish their goals and those of SYP. Take initiative if extra coordination or materials are needed.- Remain connected to the SYP Admin Team in the US, to follow similar processes and maintain standards of support.- This role would support non-local leaders and SYPs when traveling to the UAE with travel, scheduling meetings, booking conference rooms, and supporting client meetings, etc.- Support scheduling of talent recruitment interviews for the UAE team- Run project-related errands in coordination with PM team and team members as needed- Actively engages in developing cross-training/collaboration across disciplines.Office Management & Hospitality Services- Onboarding to the space: oversee the onboarding/offboarding process for new hires, providing tours of our space and facilities, and informing on general office protocols and tools.
- Hospitality and support for our people: provide hospitality services for our employees and clients/guests such as stocking the pantry, outgoing shipping packages and labels, client meeting support, greeting clients/guests, and creating a welcoming experience for everyone.
Office management: ensure the smooth functionality of the space by regularly checking the conference rooms, tidy of the space, reference materials, archive materials, office repairs as needed, upgrades to the space when approved, cleaning service, building coordination for services, etc.
Vendor management: track all vendors connected to running the space and ensure we have a great level of service and payment is processed.- Remain connected to the Ops team in the US to follow similar processes and maintain the same level of hospitality standards and support for employees and clients. Additionally, the Ops team should have resources to cover this role when out on vacation/sick.- Basic on the ground IT support for conference room tech, wifi, and laptop connection.
- Familiar with macOS and G-Suite services and basic understanding of wireless networks, zoom, and A/V equipment.
- Work with the SYP Enterprise Technology team to manage laptop inventory and run initializations for starts/exits of employees.Qualifications- 3 to 5 years of executive assistant experience (including at least 2 to 3 years of formal
- Executive-level support) in a fast-paced executive office ideally within a management consulting or creative agency
- Proven ability to collaborate in an administrative team environment
- Exceptional judgment
- Excellent written and verbal skills
- A friendly, customer-service-oriented approach
- Laser sharp attention to detail and ability to stay organized while prioritizing a busy workload
- Ability to problem-solve innovatively and creatively, with great results, in a way that compliments our corporate culture
- Expert knowledge of Microsoft Office applications (Word, Excel, Outlook), Mac OS, and Google Suite
- Comfortable with various video meeting formats such as Zoom, MS Teams, etc
- Proficiency with Slack
- Proficiency or high comfort-level with technology
- Proficiency in verbal and written Arabic highly desirableSYPartners Commitment to DiversityAt SYPartners, we are committed to the work of advancing diversity, equity, and inclusion in our own organization and for the leaders and clients we partner with. Our vision of the future one in which organizations are designed to create conditions for human flourishing demands that we continually work to become a more diverse and inclusive organization ourselves.We are committed to working with and designing for people of every race, ethnicity, gender identity, sexual orientation, age, socio-economic status, physical ability or attribute, religion, national origin, or political belief. We recognize this commitment requires continual learning, reflection, and imagination.CompensationOur offer takes into consideration the skills and experience you bring, pay equity across similar roles within SYPartners, and the market rate for similar roles outside of SYPartners. You can be confident that your offer will be in line with the compensation as other colleagues who are in the same role with comparable skills and experiences. Our offers are guided by and a result of our compensation philosophy, anchored in four guiding principles: Informed, Equitable, Consistent, and Transparent.Taking Care of Our PeopleTaking care of people isn't just something we strive for through our business, it is who we are, and part of what we do each and every single day. We want to ensure talent at SYPartners feels this is a place where, no matter who you are, you feel safe, included, and that you have the opportunity to bring your unique self into the space to do the best work of your life.

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