If you have initiative, drive, and are looking to be part of an amazing organization and team, we are looking for an experienced Executive Business Administrator to be responsible for providing excellent administrative support and some project and business management support. Candidates must have excellent organizational, interpersonal and communication skills along with the ability to work independently and professionally with all levels of leadership in the organization. The ability to work successfully under pressure in a fast-paced team environment, build and maintain effective working relationships, accommodate diverse working styles. A strong attention to detail and the ability to maintain strict confidentiality is also important.
Primary Responsibilities include:
Proactively manage complex calendar for the Chief of Staff with utmost attention to accuracy and timeliness
Make time management decisions on behalf of the Chief of Staff to ensure meeting requests meet with time management priorities and performance objectives.
Organize key information and resources in OneNote and SharePoint
Act as representative for the Chief of Staff to a wide spectrum of MS employees, as well as executives and employees from outside organizations.
Manage team conference rooms
Arrange domestic and complex international travel and Visa processing as necessary and create travel agendas for Chief of Staff and some GMs and Sr. Directors on the team.
Submitting and reconciling expense reports for the Chief of Staff and some members of team to ensure timely processing
Planning and supporting team activities – meetings, purchase orders and morale events
New hire set up including all HeadTrax/MSS/iCIMS functions, office setup including computer equipment, space, office supplies, aliases, etc.
Operations; procurement of goods and services, including ordering office supplies and reference materials for the team, opening purchase orders and processing invoices
Ability to prioritize and juggle multiple projects at once, including solid project-management and problem-solving skills, while following through on issues in a timely manner
Excellent organizational, analytical and written communication skills
Able to work effectively under pressure within short time constraints, and in relatively ambiguous and complex situatio
Supporting a senior leader with calendar management including travel arrangements, as well as interacting with external clients and customers, group coordination across the Office of the CEO, and other special projects as needed.
Managing offsites, team events and other business management responsibilities as needed. Pick up broader Business Management work across the team.
Proactive scheduling, detailed coordination, and preparation, to ensure accurate scheduling and appropriate allocation of time, travel arrangements, and expense reports.
Partnering and cross-collaborating with teams as well as many parts of the broader company, employees, and external organizations.
Manage open HC, maintain distribution lists. Help to manage space allocation, scheduling individual moves, and assisting with moves for team members.
Reviewing operating budget and spending, identifying near-overages and issues. Acting as interim approver on all expense reports, ensuring coding accuracy.
Organizing and planning off-sites and morale events and cross-collaborating, planning, and support on team and org-wide events including All-Hands Meetings, etc.
Understand the rhythm of the business to effectively plan events and meetings, anticipate spending, and provide support based on the business needs at the time.
7+ years Administrative, Business Support, or customer service experience in an environment with an emphasis on scheduling meetings/events, travel management, and administration work for executive/upper level management.
Additional or Preferred Qualifications
Bachelor’s Degree in relevant field (e.g., Business Administration, Human Resources [HR], Marketing, Communications, Psychology, Sociology) OR equivalent experience.
4+ years experience serving as mentor or direct/indirect (e.g., team leader) supervisor to others.
5+ years experience reviewing and managing administrative budgets (e.g., for events, morale, travel, training).
Microsoft is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, color, family or medical care leave, gender identity or expression, genetic information, marital status, medical condition, national origin, physical or mental disability, political affiliation, protected veteran status, race, religion, sex (including pregnancy), sexual orientation, or any other characteristic protected by applicable laws, regulations and ordinances. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements.
If you need assistance and/or a reasonable accommodation due to a disability during the application or the recruiting process, please send a request via the Accommodation request form.
Benefits/perks listed below may vary depending on the nature of your employment with Microsoft and the country where you work.