Executive Business Administrator
 Microsoft | |
 United States, Washington, Redmond | |
 Nov 22, 2024 | |
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OverviewThe Global Demand Center is looking for a dynamic, fun, and energetic Executive Business Administrator to provide stellar support for two General Managers. 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. A fantastic opportunity awaits a highly organized, driven and collaborative professional. 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.In alignment with our Microsoft values, we are committed to cultivating an inclusive work environment for all employees to positively impact our culture every day.
ResponsibilitiesCalendar Management: Provide calendar management and time planning support for manager(s). Manage community space/conference room calendars. Aligns calendars 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.Cross-Functional Collaboration and Communication: Develops 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. Communicates well with external partners and audiences.Discipline Growth and Development: Actively participates in the Business Support community. May mentor Business Support colleagues to help 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. Continue to shadow and learn from others and leverages mentorship from senior admins. Documents and shares best practices and insights.Team Management Support (Headcount Management, Recruitment, Onboarding/ Offboarding): 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 the 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, distribution lists, security groups). Maintains and manages headcount activities, including staff movement/transfers, reporting, offboarding, and transactions within relevant headcount management tools.Event Coordination and Logistics: Supports planning, coordination, promotion, and support for events. Assists with determining event needs and outcomes. May assist with and/or own creating an 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 events close out (e.g., tracking event results/attendance, distributing post-meeting materials) under guidance of others. Contributes to team morale and building team dynamics.Project Ownership: 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 the core area of responsibility and communicates these to relevant stakeholders. Streamlines processes, provide process improvement suggestions and adjusts as needed.Resource Management (Hardware/Supply Management, Purchase/Expense Management Financial Management): Contributes to planning, tracking, maintenance, and adjustment of equipment and inventory based on business needs. Processes expense reports with full compliance of Microsoft policy. May participate in discretionary budget tracking (e.g., morale, hardware, supplies) and reporting. May contribute to budget management in partnership with peers (e.g., Finance, Business Managers).Rhythm of Business (ROB): Gains deeper understanding of rhythm of business (ROB), key stakeholders, and interdependence within the business and recognizes patterns. Helps to execute on business cadence (scheduling/meeting logistics) around the ROB of the team and identifies patterns.Space Management and Planning: 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. Supports large-scale space requests liaising between admins, and space planner. Uses space utilization data to recommend changes in space assignments and identify future space requirements. Maintains accurate, detailed information in employee database.Travel Management: Provides travel arrangements using Microsoft tools (e.g., accommodation, 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.Embody our Culture and Values | |