Administrative Business Partner

About EQ Office

EQ Office (“EQ”) is Blackstone’s US office portfolio company with best-in-class expertise across acquisitions, asset management, leasing, redevelopment and property operations. EQ’s focus is to create and operate inspiring workplace destinations by offering solutions that blend the best of work, home, and hospitality. Our diverse team of ~160 professionals currently operate a portfolio of over 20 million square feet for approximately 1,200 customers across major US markets including Atlanta, Boston, Chicago, Los Angeles, New York, San Francisco, and Seattle.

EQ’s culture is centered around OneTeam. It is what happens when individuals collaborate across team, function, and time zone. It is that innovative idea that starts to stick when we come together under one roof; it is the desire to be part of something bigger than ourselves, striving to find greater purpose. By sharing best practices across departments and regions, extending impact beyond work and into our communities, and integrating our foundational principles, we ultimately do better when we operate together.

The Administrative Business Partner will use professional and relationship building skills to provide an anticipatory and high level of administrative and project support. As an Administrative Business Partner, you will anticipate the needs of the team and help them stay focused on their projects by resolving operational and administrative issues before they arise. This role will move quickly with the ever-changing environment, and you will use this knowledge to strategically support the team. You will leverage your relationships to creatively get things done, find answers and improve existing workflows. You will be an integrated member of the departments you support and will learn and share industry and organizational specific reporting, cadences, and best practices. We are looking for a highly self-motivated professional who can prioritize tasks and work under pressure to handle a wide variety of activities in a changing environment and can handle all confidential matters with discretion.

This role is in the Santa Monica office 5 days a week.

What you will do:

Team Lead Administrative Support

• Supports up to 3-4 VP and SVP-level individuals.
• Schedules meetings, conference calls and manage travel arrangements.
• Support of Outlook calendars, meeting prioritization, draft agendas, take notes, and send out follow-up.
• Works closely and effectively with executives to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• Utilizes shared files, FedEx, Docusign, to ensure document management and execution.
• Compiles, prepares and submits expense reports for management team.
• Builds strong network of resources and collaborators to solve day-to-day administrative challenges quickly and calmly.

Departmental and Functional Expertise

• Dives into departmental administrative processes and establish standards; pro-actively send reminders and establish solid relationships with internal and external stakeholders.
• Responsible for first-level department reports, forms, and plans and will utilize Word, Excel and Powerpoint heavily and translate concepts into visually organized decks and spreadsheets.
• Learns the department-specific software needs and in some cases become super-user or first-level administrator of data and/or access.
• Works with department head to understand the budget for the group and process invoices and expenses accordingly.
• Validates invoices, confirm proper coding and then submit to appropriate software for payment. Troubleshoot missing invoices, expedite where necessary, and interact with vendors and accounting to ensure payment.
• Provides a bridge for smooth communication between executives and internal departments; demonstrating thoughtfulness and discretion to maintain credibility, trust and support with senior management team.

Office Coverage

• Organizes periodic company events such as all team meetings, department events, holiday parties and other events as needed.
• May provide primary or back-up office management support in ordering and stocking supplies, working on space planning, access and moves and point of contact for organizing tours. Expert on their geographic location in providing recommendations for hotels, meals, and activities.
• Support regional team members with various administrative tasks and ad-hoc projects.
• Assumes additional responsibilities and perform special projects as needed or directed.
• Miscellaneous data entry for various projects.

Qualifications:

• Excellent communication skills in written and oral communications; able to communicate effectively with individuals at all levels of the organization
• Strategic thinker who is able to frequently assess the “why” and tailor work product and communication as needed; escalate issues with potential solutions and pivot with changes
• Meticulous planner who is detailed in planning, execution and follow-up
• Four or more years of administrative support experience in real estate, consulting and/or financial services industries
• Advanced skills with Microsoft Excel, Word, PowerPoint required
• Excellent technical, interpersonal, and analytical skills required; utilization of previous file sharing and collaboration software to understand capabilities and leverage to get things done
• Works well as part of a team, takes ownership in projects, and works quickly and effectively under strict deadlines
• Proficiency with Teams, Zoom, Adobe Acrobat
• Ability to multitask in a fast-paced growth-oriented company

EEO Statement

The Company is an equal opportunity employer. In accordance with applicable law, we prohibit discrimination against any applicant, employee, or other covered person based on any legally recognized basis, including, but not limited to: veteran status, uniformed servicemember status, race, color, caste, immigration status, religion, religious creed (including religious dress and grooming practices), sex, gender, gender expression, gender identity, marital status, sexual orientation, pregnancy (including childbirth, lactation or related medical conditions), age, national origin or ancestry, citizenship, physical or mental disability, genetic information (including testing and characteristics), protected leave status, domestic violence victim status, or any other consideration protected by federal, state or local law. We are committed to providing reasonable accommodations, if you need an accommodation to complete the application process, please email recruiting@eqoffice.com.