Executive Business Administrator

Microsoft•Reno, NV

8d•$30 - $51

About The Position

Overview Business Operations, a critical function within Microsoft Finance, is accountable for executing customer financial transactions at scale, enabling partner lifecycle operations, leading product launches, and driving best-in-class risk, compliance and protection services across all Commercial & Consumer businesses at Microsoft. Our industry leading operations professionals, located across all time zones, bring diverse perspectives to our most significant business challenges, delivering relentless execution excellence, process simplification and digitalized solutions at scale (maximizing Microsoft technologies). We partner closely with every business unit across Microsoft) to provide differentiated customer experiences and drive the best outcomes for the company and our shareholders. An Executive Business Administrator role is open in the Business Operations department. The General Manager is looking for someone who can take initiative, prioritize and handle multiple tasks at once. The candidate should be able to work independently, navigate daily activities, have organizational and communication skills, proactively anticipate needs and shift priorities quickly, be self-motivated, and self-aware. This is an opportunity to work in a division that truly empowers business administrators to have a big impact on their teams.

Requirements

5+ 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.
2+ years experience serving as mentor to others.
3+ years experience reviewing and managing administrative budgets (e.g., for events, morale, travel, training).

Responsibilities

Provide strategic calendar and time planning support for managers, and will align calendar based on manager’s preferences and style. You’ll also build and leverage a cross-organizational network to enable team work.
Participate in the Business Support community and begin to provide leadership, such as by seeking mentors. You’ll also facilitate team experience and onboarding activities.
Own the coordination, logistics, and direction of events, delegating as necessary. You’ll also be able to balance multiple projects end to end with varying deadlines.
Oversee inventory management, participate in discretionary budget tracking and reporting, and own expense management. You’ll also understand and help implement rhythm of business (ROB).
Manage up-to-date space-management processes and team spaces, maintaining detailed data to recommend changes and identify future requirements. You’ll also manage travel arrangements and create detailed itineraries for daily activities.
Calendar Management
Provides calendar management and time planning support to the General Manager, Business Operations. Manages and owns calendar and associated logistics based on knowledge of manager and business needs.
Exercises prioritization and a sense of awareness for high impact meetings and urgent business needs, following up as appropriate. appropriate. Manages through ambiguity and maintains.
Uses executive maturity and judgment with full knowledge of business context to identify and coordinate delegates, execute decisions around prioritization, and maintain constant communication with manager and central staff.
Proactively engages with leader and key stakeholders/business partners (e.g., Communications Team, Chiefs of Staff, Business Managers, Human Resources) to make decisions and cascade information as needed.
Travel Management
Works with Executive Travel to coordinate travel arrangements (e.g., accommodation, transportation, security, visa) for manager(s) and/or group. Creates detailed itineraries/agendas for daily activities by setting and managing travel expectations to maximize trip productivity.
Manages all aspects of travel logistics to maximize trip itineraries.
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 travel changes as they arise. Maintains availability and acts with urgency to address travel changes as they arise.
Ensure required documents (e.g., visas, passports, immunization records) are obtained for international travel. Disseminates and enforces travel policies and expectations. Manages and ensures compliance with US Travel Tax Tool.
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.
Navigates with executive maturity and calmness in challenging situations. Uses executive maturity to escalate issues, proactively ensuring teams effectiveness and consistency.
Engage with the Business Support community, keeping a pulse to enable growth across the discipline.
Strengthens their network (internally and externally) across organizations to enable their team and leader's work.
Proactively drives communication and liaise between executives, central teams, and other business partners to share information and best practices that drive efficiency.
Uses executive maturity and independent judgment, discretion, business insights, and perspectives to direct and prepare staff to distribute information to their teams and/or supported leader.
Communicates with executive maturity to external partners/audiences and third parties. Represents and acts as an extension of manager's/team's brand and Microsoft's core values.
Reno Site
Contribute to the community relations and communications strategy, internally and externally, for the Microsoft Reno site.
Coordinate and support site committees and events ensuring successful execution and engagement.
Member of the Business Continuity Management (BCM) team, ensuring effective communication and site support during emergencies and preparedness activities.
Act as the primary liaison with Real Estate & Facilities (RE&F) and onsite vendor, overseeing all aspects of facilities management, reception services, IT support, security measures, and catering arrangements.