Executive Business Administrator

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The Business Development & Ventures Team is looking for a dynamic, fun, and energetic Executive Business Administrator to provide stellar support for the 2 Vice Presidents and 1 General Manager. This position requires the ability to take on a variety of roles, work in a fast-paced and dynamic environment, and show exquisite attention to detail.

This candidate should work well independently, is self-driven and collaborative. This position requires someone who is a systems thinker, has effective organization and communication skills, shows initiative, and the ability to handle multiple tasks simultaneously.

The role is based in Redmond, WA and requires 3 days per week in the office.

A fantastic opportunity awaits a highly organized, driven and collaborative professional.

To be successful, a viable candidate should have demonstrated ability to:

• Multiple fast paced and complex Executive Calendars
• Effectively manage a demanding workload under time constraints with a calm, confident and positive attitude
• Be self-motivated, have effective communication and interpersonal skills, exercising sound judgment, tact, diplomacy, integrity and professionalism at all times
• Possess an aptitude to work independently and be comfortable operating with ambiguity
• Multi-task and change direction in rapid response to a fluctuating work environment, and make timely decisions
• Possess solid project-management and problem-solving skills
• Prioritize among multiple projects with a positive attitude
• Anticipate and remove administrative roadblocks
• Achieve results with a high degree of accuracy and attention to detail
• Develop collaborative relationships with others who have a diverse set of working styles and perspectives
• Be an active member of the admin team, working on stretch goals, training and participating in all team meetings and all hands

Microsoft’s mission is to empower every person and every organization on the planet to achieve more. As employees we come together with a growth mindset, innovate to empower others and collaborate to realize our shared goals. Each day we build on our values of respect, integrity, and accountability to create a culture of inclusion where everyone can thrive at work and beyond.

Required Qualifications:

• 5+ years Administrative or Business Support in an environment with an emphasis on scheduling meetings/events, travel management, and administration work for executive/upper level management.
• Proficiency in Microsoft Excel, PowerPoint, Outlook and Word.

Additional/Preferred Qualifications:

• Ability to prioritize urgent situations and requests.
• Experienced with cross-team collaboration working across organizations and reporting boundaries to get things done.
• Proficiency with Microsoft Internal tools, i.e., Employee Central, ICIMS, OneNote, SharePoint, and Teams desirable.
• Ability to accommodate diverse working styles and perspectives of all individuals.
• Proven ability to prioritize own work and resources to complete projects on time and to solve routine problems effectively

Business Support ATR-D - The typical base pay range for this role across the U.S. is USD $28.46 - $48.80 per hour. There is a different range applicable to specific work locations, within the San Francisco Bay area and New York City metropolitan area, and the base pay range for this role in those locations is USD $39.76 - $55.67 per hour.

Certain roles may be eligible for benefits and other compensation. Find additional benefits and pay information here: https://careers.microsoft.com/us/en/us-corporate-pay

Microsoft will accept applications for the role until March 24, 2025.

#BD&V

Calendar Management

• Provides strategic calendar management and time planning support for multiple Executive calendars
• Aligns calendar based on knowledge of managers’ preferences and operating styles (e.g., personal needs, allocation to business priorities).
• May attend meetings and/or ensure follow-up as needed.
• Manages ambiguous situations.

Cross-Functional Collaboration and Communication

• Continues to build and leverage network across organizations to enable their team and leader's work.
• Serves as a liaison between executives and teams.
• Communicates with external partners/audiences and third parties.

Discipline Growth and Development

• Actively seeks to mentors less experienced Business Support colleagues.
• Onboards and trains new Business Support staff.
• Develops and shares best practices and insights.

Team Management Support (Headcount Management, Recruitment, Onboarding/ Offboarding)

• Collaborates with Global Talent Acquisition (GTA) to facilitate internal and external recruitment efforts, and partners with hiring managers to ensure a smooth process.
• Lands onboarding activities (e.g., ordering new-hire equipment, setting up workstations, distribution lists, security groups) and provides support to new employees, vendors, and interns as an essential contact for questions and company information.
• Lands and manages headcount management activities including transfers/departures, reporting, offboarding, and transactions within headcount management tools.

Event Coordination and Logistics

• Owns the coordination, logistics, and direction for events.
• Proactively drives actions needed to ensure event outcomes (e.g., developing workback schedule, checkpoints leading up to an event).
• Acts as a point of contact for events (e.g., changes).

Leadership

• Leads by example and serves as a role model to Business Support colleagues by maintaining a professional attitude, demonstrating executive presence, influencing others, and encouraging self reflection during challenging situations.

Project Ownership

• Balances multiple projects end to end with varying deadlines, while maintaining executional and operational excellence within the business and across business groups as applicable.
• Takes accountability for project outcomes and drives stakeholder accountability through consistent communication.
• Streamlines processes, provides process improvements, and adjusts as needed.

Resource Management (Hardware/Supply Management, Purchase/Expense Management Financial Management)

• Participates in discretionary budget tracking (e.g., morale, hardware, supplies) and reporting.
• Partners with Finance to own expense management including documentation (e.g., purchase orders [POs], receipts, tax award spreadsheets, statements of work, reclassifications), expense tracking, and policy compliance.
• Serve as interim approver for finance approvals.
• Vendor and supplier management, including ensuring they are set up for financial processing.

Rhythm of Business (ROB)

• Understands and helps to implement rhythm of business (ROB) in line with recognized patterns, and proactively takes action on business cadence.
• Creates, builds, and adjusts plans within areas of responsibility in partnership with General Manager(s).
• Executes meeting cadence around the ROB of the leader(s).
• Uses discretion to determine a distribution plan for confidential internal and external communications and brings awareness to patterns.

Space Management and Planning

• Maintains and manages up-to-date space-management processes and team spaces (e.g., office locations/desk assignments, private conference rooms, remote/location status).
• Coordinates large-scale space requests (e.g., annual office restacks, space build outs), liaising between admins and space planner and advocating for appropriate space for their team.

Travel Management

• Manages travel arrangements (e.g., accommodations, transportation, security, group codes) for manager(s) and/or group.
• Creates detailed itineraries/agendas for daily activities by building agenda and setting and managing travel expectations to maximize trip productivity.
• Executes on logistics of agenda (e.g., building agenda and expectations, briefing leader, sharing information with countries).
• Acts as a stand-by resource to address issues/escalations during business travel.
• Facilitates communication across stakeholders ahead of travel.
• Ensures required documents (e.g., immunization records, visas) are obtained for international travel.
• Guides less experienced colleagues, leveraging full knowledge of Microsoft travel policies.
• Manages and ensures compliance with relevant US Travel Tax Tool.

Other

• Embody our culture and values