Executive Business Assistant

Overview

We are seeking an experienced Executive Business Assistant to join our US Federal Sales and Delivery organization.

Microsoft is on a mission to empower every person and every organization on the planet to achieve more. Our culture is centered on embracing a growth mindset, a theme of inspiring excellence, and encouraging teams and leaders to bring their best each day. Growth mindset encourages each of us to lean in and learn what matters most to our customers, to create the foundational knowledge that enables us to make customer-first decisions in everything we do. In doing so, we create life-changing innovations that impact billions of lives around the world. You can help us achieve our mission.

Responsibilities

Calendar Management and Meeting Logistics

• Provides strategic calendar management and time planning support for manager(s) (e.g., Corporate Vice President). Aligns calendar based on knowledge of managers preferences and operating styles (e.g., personal needs, allocation to business priorities).
• Ensures preparation of meeting setting and participant attendance, involving team members in tactical logistic support as appropriate (e.g., booking rooms, troubleshooting audio-video [AV] and technical issues).
• Collaborates with peers (e.g., Chiefs of Staff, Business Managers, Human Resources) to enable decision making processes.

Rhythm of Business (ROB)

• Understands and helps to implement rhythm of business (ROB) in line with recognized patterns, and proactively takes action on business cadence.
• Supports continual implementation and flexibility of the ROB by partnering with peers (e.g., Chiefs of Staff) and gathering feedback.

Travel Management

• Manages travel arrangements (e.g., accommodations, transportation, security, group codes) for manager(s) and/or group.
• Facilitates communication across stakeholders ahead of travel.

Event Coordination and Logistics

• Owns the coordination, logistics, and direction for events. Delegates as necessary.
• Proactively drives actions needed to ensure event outcomes (e.g., developing workback schedule, checkpoints leading up to an event).
• Coordinates large-scale space requests (e.g., annual office restacks, space build outs), liaising between admins and space planner and advocating for appropriate space for their team.

Resource Management (Hardware/Supply Management, Purchase/Expense Management Financial Management)

• Contributes to and oversees planning, tracking, maintenance, and adjustment of equipment and inventory. May perform vendor and supplier management, including ensuring they are set up for financial processing.
• Collaborates with Global Talent Acquisition (GTA) and hiring managers to facilitate recruitment and prepare new hires with needed hardware.
• May contribute to complex budget management in partnership with peers (e.g., Finance, Controller, Business Managers, Chiefs of Staff) by reviewing, forecasting, and providing recommendations to ensure efficiency/quality.

Project Ownership

• Balances multiple projects end to end with varying deadlines, while maintaining executional and operational excellence within the business and across business groups as applicable.
• Projects may cover inventory management, financial management, hiring motions, etc.

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.
• Ensures compliance with policies.

Qualifications

Required qualifications:

• 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.

Other qualifications:

• Microsoft Cloud Background Check: This position will be required to pass the Microsoft Cloud background check upon hire/transfer and every two years thereafter.
• Citizenship & Citizenship Verification: This position requires verification of U.S. citizenship due to citizenship-based legal restrictions. Specifically, this position supports United States federal, state, and/or local United States government agency customer and is subject to certain citizenship-based restrictions where required or permitted by applicable law. To meet this legal requirement, citizenship will be verified via a valid passport, or other approved documents, or verified US government Clearance.

Additional or preferred qualifications

• 8+ 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.
• Bachelors 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).

Business Support ATR-D - The typical base pay range for this role across the U.S. is USD $31.49 - $51.97 per hour. There is a different range applicable to specific work locations, within the San Francisco Bay area and New York City metropolitan area, and the base pay range for this role in those locations is USD $42.93 - $59.33 per hour.

Certain roles may be eligible for benefits and other compensation. Find additional benefits and pay information here:

https://careers.microsoft.com/us/en/us-corporate-pay

This position will be open for a minimum of 5 days, with applications accepted on an ongoing basis until the position is filled.

Microsoft is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, citizenship, color, family or medical care leave, gender identity or expression, genetic information, immigration status, marital status, medical condition, national origin, physical or mental disability, political affiliation, protected veteran or military status, race, ethnicity, religion, sex (including pregnancy), sexual orientation, or any other characteristic protected by applicable local laws, regulations and ordinances. If you need assistance with religious accommodations and/or a reasonable accommodation due to a disability during the application process, read more about requesting accommodations.