Executive Business Administrator

Microsoft•Redmond, WA

21h•$33 - $66

About The Position

The world’s environmental challenges continue to grow, and Microsoft’s commitment to environmental sustainability is growing with it. We are committed to ensuring that the company’s activities are in-line with the best available science and the expectations of leading stakeholder communities. Within CELA (Corporate, External, and Legal Affairs), the Energy, Connectivity, and Sustainability (ECS) team coordinates science-based, measurable, and scalable sustainability solutions and outcomes across the entire company. We engage with all of Microsoft’s business groups on the environmental impacts of business operations, and advocate for positive environmental outcomes that can result from technology and policy development. To support these efforts, CELA ECS is hiring an Executive Business Administrator to support the CVP Chief Sustainability Office (CSO). As an Executive Business Administrator, you will be responsible for strategic calendar management, helping identify support gaps, and developing/implementing solutions to help contribute to the leader’s and team’s overall success. Reporting to the Chief of Staff, you will also be collaborating closely with business partners and team leaders to support the rhythm of business (ROB), space planning, and headcount/budget planning and maintenance. If you are someone who is passionate about providing seamless executive support and enthusiastic contributions to the team and finding creative ways to uplevel team support. If you are a team player who demonstrates drive and initiative, with a passion to help teams and organizations achieve excellence check out the CELA ECS team!

Requirements

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.

Nice To Haves

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).

Responsibilities

Calendar Management and Meeting Logistics
Provides highly strategic calendar management (e.g., high profile, high risk, large-scale impact) based on deep knowledge of business and executive needs, while upholding the highest degree of integrity (e.g., highly sensitive, highly confidential topics) and maintaining confidentiality.
Uses discretion to make independent decisions to prioritize customer/partner meetings and urgent escalations, while balancing the overall rhythm of business (ROB).
Uses executive maturity and judgement to lead/own multiple decision making processes, in close partnership with stakeholders and peers.
Engages with external C-Suite/Board of Directors (BOD) executives to represent Microsoft. Manages complex ambiguity and remains calm in high-stress situations.
Travel Management
Works with Executive Travel to coordinate travel arrangements for Executive Office. Creates detailed itineraries/agendas for daily activities by setting and managing travel expectations to maximize trip productivity.
Manages and oversees all travel logistics and creates guidelines for visits to ensure leader is prepared (e.g., briefing leader, sharing information with countries).
Acts as a stand-by resource and ensures availability for varying manager needs/time zones to address issues/escalations during business travel. Maintains availability and acts with urgency to address changes, issues, and escalations that arise during business travel.
Drives proactive communication across stakeholders ahead of travel and communicates with domestic and international stakeholders to ensure the supported leader maximizes business trip outcomes.
Manages and ensures required documents (e.g., visas, passports, immunization records) obtained for international travel. Manages and ensures compliance with US Travel Tax Tool. Disseminates and enforces travel policies and expectations. May accompany leaders on business trips to provide onsite support. Ensures compliance with US Travel Tax Tool.
Cross-Functional Collaboration and Communication
Draws from and utilizes a vast internal/external network to support the executive leader's work and Microsoft's charter. Uses executive maturity, independent judgment, discretion, business insights, and perspectives to drive collaboration and communication. Communicates with executive external partners, customers and third parties.
Represents the office and acts as an extension of manager/team's brand and Microsoft's core values through written and verbal communication.
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 an effective process.
Responsible for onboarding activities (e.g., ordering new-hire equipment, setting up workstations, distribution lists, security groups) and provides support to new employees as an essential contact for questions and company information.
Event Coordination and Logistics
Manages, plans, and develops events. Takes responsibility for event outcomes and demonstrates executive presence. Leads a team of event planners if needed. Partners with management to understand event aspirations and target goals. Develops and leverages resources for reuse to drive efficiency. Contributes to development of workback schedule, promotion, and necessary checkpoints.
Resource Management (Hardware/Supply Management, Purchase/Expense Management Financial Management)
Owns expense management including documentation (e.g., purchase orders [POs], receipts, tax award spreadsheets, statements of work, reclassifications), expense tracking, and policy compliance. Educates team on Microsoft Policy to ensure compliancy across team/division/organization and escalates issues as needed.
Functions as interim approver for executive office.
Rhythm of Business
Contributes to building and managing annual ROB, including fiscal year calendar and executive meeting schedule (e.g., Human Resources [HR] cadence, fiscal cadence, SLT cadence, company-wide and/or employee resource group cadence).
Strategically communicates ROB cadence and helps to manage workloads, as needed.
Space Management and Planning
Leads space-management processes and team spaces (e.g., office locations/desk assignments, private conference rooms, seasonally transitional spaces, remote/location status), cascading space management vision to fellow team members. Addresses and resolves high-level space requests. Leads large-scale space requests (e.g., annual office restacks, space build outs), and negotiating for appropriate space for the team.
Determines future space planning needs and drives space changes based on utilization data and upcoming organizational changes.
Leadership
Leads by example by demonstrating executive presence, encouraging others to raise their own standards of excellence, and setting a foundation for success.
Navigates complex organizational challenges by influencing with high impact and exhibiting diplomacy, tact, and empathy.
Actively seeks out and participates in the Business Support community and shares best practices and insights.
Proactively seeks feedback on performance, invests in training leadership opportunities, and maintains self-awareness.
Other
Embodies our culture and values.