Executive Business Administrator

Overview

The Americas Markets and Industries team at Microsoft is seeking an experienced and highly motivated Executive Business Administrator to support our segment CVP. You will be responsible for executive-level interfaces and contact with customers, partners, and across all levels within Microsoft. The ideal candidate must be able to maintain a calm, professional, and focused demeanor, accommodate different work styles with ease, demonstrate sound and consistent judgment in sometimes ambiguous situations and make timely decisions in relatively complex situations.

Responsibilities

As an Executive Business Administrator, your key responsibilities will include:

• Calendar Management: Provides strategic calendar management and time planning support for manager(s) (e.g., Vice President [VP], Corporate Vice President [CVP]). Aligns calendar based on knowledge of manager's preferences and operating styles. Ensures preparation of meeting settings and participant attendance, involving team members in tactical logistic support as appropriate. Gathers, prepares, and provides meeting materials. Uses judgment and knowledge of business context to identify and provide delegates for meeting conflicts as needed, makes decisions around prioritization and keeps manager informed.
• Cross-Functional Collaboration and Communication: Continues to build and leverage network across organizations to enable their team and leader's work. Serves as a liaison between executives and teams. Gathers information from partners across organizations to prepare key stakeholders to distribute information to their teams. Communicates with external partners/audiences and third parties, representing their leader(s) and Microsoft.
• Team Management Support: Facilitates team experience activities. Collaborates with Global Talent Acquisition (GTA) to facilitate recruitment efforts and partners with hiring managers for a smooth process. Provides additional support for intern and university recruitment and lands onboarding activities for new employees, vendors, and interns. Manages headcount activities in collaboration with Business Manager and/or Chief of Staff.
• Event Coordination and Logistics: Owns the coordination, logistics, and direction for events, delegating as necessary. Proactively drives actions needed to ensure event outcomes and acts as a point of contact for event changes, resolving preparatory setbacks. Collaborates with stakeholders to set up events and manages supplier/business relationships end to end.
• Cross-team Collaboration and Partnership: 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.
• Project Ownership: Balances multiple projects end to end with varying deadlines, while maintaining executional and operational excellence. Takes accountability for project outcomes and drives stakeholder accountability through consistent communication. Identifies impacts and risks, streamlines processes, and leads efforts to determine measurable success.
• Resource Management: Participates in discretionary budget tracking (e.g., morale, hardware, supplies) and reporting. Partners with Finance to own expense management including documentation, tracking, and policy compliance. Identifies and resolves expense/supply related issues and contributes to equipment and inventory planning/maintenance.
• Rhythm of Business (ROB): Understands and helps to implement rhythm of business in line with recognized patterns, proactively taking action on business cadence at the administrative level. Creates, builds, and adjusts plans in partnership with Business Manager and/or Chief of Staff, and executes meeting cadence.
• Travel Management: Manages travel arrangements (e.g., accommodations, transportation, security, group codes) for manager(s) and/or group. Creates detailed itineraries/agendas, acts as a stand-by resource for issues, and ensures compliance with travel policies and required documents for international travel.

Qualifications

To be successful in this role, you should possess the following:

• Required/Minimum Qualifications: 7+ years Administrative, Business Support, or customer service experience with an emphasis on scheduling meetings/events, travel management, and administration work for executive/upper level management.
• Additional/Preferred Qualifications: Bachelor's Degree in a relevant field (e.g., Business Administration, Human Resources [HR], Marketing, Communications, Psychology, Sociology) OR equivalent experience. 2+ years experience serving as a mentor to others. 3+ years experience reviewing and managing administrative budgets.
• Key Skills: Planning, organizational, time management, and problem-solving skills. Ability to maintain confidentiality with tact and professionalism. Effective written and verbal communications skills. Desire to take on big challenges and see both the big picture and details. Ability to react with appropriate urgency. Cross-team collaboration and organizational skills. Consistently demonstrate a can-do attitude and create a positive customer experience. Ability to build effective cross-group working relationships. Flexible, eye for detail, meet deadlines, and comfortable working independently.

Key skills/competency

• Executive Support
• Calendar Management
• Travel Coordination
• Event Planning
• Cross-functional Collaboration
• Budget Management
• Project Management
• Confidentiality
• Communication Skills
• Organizational Skills