Executive Business Administrator

Microsoft•Redmond, WA

1d•$25 - $44

About The Position

Overview Cloud Operations + Innovation (CO+I) is the organization that builds, operates, and continuously evolves the infrastructure behind the Microsoft Cloud.  As the engine that enables Microsoft’s cloud-first mission, CO+I delivers reliable, trusted, secure, and sustainable cloud and AI infrastructure, ensuring capacity is available on time, every time, to meet customer growth and support Microsoft’s broader mission to empower every person and organization to achieve more. The CTO of CO+I Global Datacenter Engineering (GDCE) team is seeking a highly capable Executive Business Administrator to play a critical role in supporting the Vice President of GDCE.  The successful candidate will thrive both independently and collaboratively, bringing strong organizational, communication, and prioritization skills to effectively manage multiple workstreams in a fast-paced evolving environment. This role requires sound judgment, discretion, attention to detail, and a commitment to enabling executive and team success.  The successful candidate will serve as a leader within the CTO of CO+I business administrator community, actively supporting CTO wide initiatives, and providing backup support as needed. 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.  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.

Requirements

2+ years Administrative, Business Support, calendar management experience in a complex, fast paced environment supporting executive/upper level management.
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.

Nice To Haves

3+ years administrative, Business Support, calendar management, travel management experience in a complex, fast paced environment supporting executive/upper level management.
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).
Proficiency in MS Office.
Proven capability to operate independently and make informed decisions on behalf of senior leadership.

Responsibilities

Calendar Management and Meeting Logistics Learns or provides calendar management and time planning support for manager. 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.
Cross-Functional Collaboration and Communication Develops strong 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. Communicate with external partners and audiences.
Discipline Growth and Development Actively participates in the Business Support community. May mentor less experienced 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. Continues to shadow and learn from others and leverages mentorship from senior admins. Documents and shares best practices and insights.
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 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.
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 core area of responsibility and communicates these to relevant stakeholders. Streamlines processes, provides process improvement suggestions, and adjusts as needed.
Resource Management (Hardware/Supply Management, Purchase/Expense Management Financial Management) 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).
Rhythm of Business (ROB) 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.
Space Management and Planning This responsibility is dependent on location. 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.
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 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.
Travel Management 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.