Executive Business Administrator

Responsibilities

• Learns or provides calendar management and time planning support for manager(s) (e.g., Director). May manage community space/conference room calendars. Learns and/or aligns calendar based on knowledge of manager's preferences and operating styles (e.g., personal needs, allocation to business priorities). Ensures preparation of meeting setting (e.g., booking rooms, assisting with troubleshooting audio-video [AV] and technical issues). Learns to manage ambiguous situations.

• Begins to develop relationships with stakeholders across multiple organizations (e.g., business-support professionals, Human Resources [HR], Finance, event planners, peers) to enable their leader and/or team's work. Begins to communicate with external partners and audiences.

• Actively participates in the Business Support community. May mentor less experienced Business Support colleagues to helps others increase their understanding and ability to navigate through the organization. May support onboarding and training of new Business Support staff as applicable. Contributes to their organization's culture. Continues to shadow and learn from others and leverages mentorship from senior admins. Documents and shares best practices and insights.

• Contributes to team experience activities. Collaborates with Global Talent Acquisition (GTA) to support internal and external recruitment efforts, and partners with hiring managers to ensure a smooth process, under guidance of senior colleagues as needed. Participates in onboarding and assists new employees, vendors, and interns as an essential contact for questions. Coordinates logistics and provides onboarding support for new employees, vendors, and interns, under the direction of senior team members (e.g., ordering new-hire equipment, setting up workstations, distribution lists, security groups). Maintains and manages headcount activities, including staff movement/transfers, reporting, offboarding, and transactions within relevant headcount management tools.

• Supports planning, coordination, promotion, and support for events. Assists with determining event needs and outcomes. May assist with and/or own creating event itinerary. Acts as a point of contact for events (e.g., changes). Addresses any preparatory setbacks and escalates to senior Business Support staff as needed. Contributes to post event close out (e.g., tracking event results/attendance, distributing post-meeting materials) under guidance of others. Contributes to team morale and building team dynamics.

• Executes various projects and tasks and completes project deliverables with little or no supervision. Owns their components of project outcomes end to end with proper accountability. Identifies risks and challenges within core area of responsibility and communicates these to relevant stakeholders. Streamlines processes, provides process improvement suggestions, and adjusts as needed.

• Contributes to and oversees planning, tracking, maintenance, and adjustment of equipment and inventory based on stock requirements and business needs. Processes expense reports with full compliance of Microsoft policy. Participates in discretionary budget tracking (e.g., morale, hardware, supplies) and reporting. Performs vendor and supplier management (e.g., ensuring set up for financial processing, opening purchase orders [POs]). May contribute to budget management in partnership with peers (e.g., Finance, Business Managers).

• Gains deeper understanding of rhythm of business (ROB), key stakeholders, and interdependencies within the business and recognizes patterns. Helps to execute on business cadence (scheduling/meeting logistics) around the ROB of the team and identifies patterns.

• Maintains up-to-date space-management processes and team spaces (e.g., office locations/desk assignments, private conference rooms, seasonally transitional spaces, remote/location status), with guidance. Partners with managers across the organization and senior colleagues to learn and execute processes. Supports large-scale space requests (e.g., annual office restocks, moves, space build outs), liaising between admins, and space planner. Uses space utilization data to recommend changes in space assignments and identify future space requirements. Escalates and shares with senior team members. Maintains accurate, detailed information in space database.

• Provides travel arrangements using Microsoft tools (e.g., accommodations, transportation, security, group codes) for manager(s) and/or group. May create itineraries for daily activities and learns to maximize trip itineraries. Ensures required documents (e.g., immunization records, visas) are obtained for international travel. Follows travel policies and leverages guidance from senior Business Support colleagues as necessary.

Qualifications

• 2+ years Administrative, Business Support, and/or customer service experience.

• Ability to meet Microsoft, customer and/or government security screening requirements are required for this role. These requirements include, but are not limited to the following specialized security screenings: Microsoft Cloud Background Check: This position will be required to pass the Microsoft Cloud Background Check upon hire/transfer and every two years thereafter.

• 3+ years Administrative, Business Support, or customer service experience in an environment with an emphasis on scheduling meetings/events, travel management, and basic administration work.
• Associate's/Bachelor's Degree in relevant field (e.g., Business Administration, Human Resources [HR], Marketing, Communications, Psychology, Sociology)
  • OR equivalent experience.
• 1+ year(s) experience reviewing and managing administrative budgets (e.g., for events, morale, travel, training).

Microsoft is an equal opportunity employer. Consistent with applicable law, all qualified applicants will receive consideration for employment without regard to age, ancestry, citizenship, color, family or medical care leave, gender identity or expression, genetic information, immigration status, marital status, medical condition, national origin, physical or mental disability, political affiliation, protected veteran or military status, race, ethnicity, religion, sex (including pregnancy), sexual orientation, or any other characteristic protected by applicable local laws, regulations and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application process, read more about requesting accommodations.