Executive Business Administrator

Executive Business Administrator - Digital Sales Enterprise Location Redmond, WA (Overlake area) : Digital Sales Enterprise, part of Microsoft's Small Medium and Corporate (SMC) and Digital Sales organization, empowers our customers through the unique value of the Microsoft Cloud by building a globally-led, digital-first scale organization aligned with partners. As part of our local subsidiaries or Digital Sales centers around the world, you will engage a dedicated set of enterprise customers to identify and achieve their business objectives through best-in-class digital engagement and partner co-selling. You will also have an opportunity to work collaboratively across teams while living our shared SMC and Digital Sales Culture priorities: Diversity and Inclusivity, Wellbeing, Sustainability, and Customer Obsession. If you have a passion for driving digital-first solutions and delivering customer satisfaction, we invite you to learn more about Enterprise Digital Sales and the value we bring to our customers, partners, and one another, every day. We are looking for an Executive Business Administrator to support a General Manager (GM) and be an important member of the Digital Sales Enterprise team. The candidate will have experience providing high efficiency, proactive support with the ability to adjust direction in response to shifting priorities. This role supports a Global organization and working with Microsoft Customer and Partner Solutions (MCAPS) leaders around the Globe. The execuative Business Administrator will multi-task, prioritize and apply business knowledge against their activities. We have exciting opportunities for you to innovate, influence, transform, inspire, and grow within our organization and we encourage you to apply to learn more.
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. 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. Responsibilities The Executive Business Administrator will: Calendar Management Provides strategic calendar management and time planning support for manager(s) (e.g., Corporate Vice President [CVP]). Aligns calendar based on knowledge of manager's preferences and operating styles (e.g., personal needs, allocation to business priorities). Understands business priorities and critical stakeholders based on business topics. 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). Gathers, prepares, and provides meeting materials (e.g., agendas, briefings, pre-reads). 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. Collaborates with peers (e.g., Chiefs of Staff, Business Managers, Human Resources) to enable decision making processes. Engages with leader and stakeholders/business partners (e.g., Communications Team, Chiefs of Staff, Business Managers, Human Resources [HR]) to cascade information as needed. May attend meetings and/or ensure follow-up as needed. Manages ambiguous situations. Partners very closely on a daily basis with Digital Sales Enterprise Business Manager to optimize executive calendar based on highest impact. Owns proactive weekly calendar reviews to prep and brief GM on meetings/discussions, prep, and timelines of ROB. Tracks and advises meeting requestors on necessary prep meetings and rhythms. 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 (e.g., business managers, finance partners, peers) to prepare key stakeholders to distribute information to their teams. Communicates with external partners/audiences and third parties. Represents their leader(s) and Microsoft. Owns and leads scheduling of Monthly Business Reviews and prep discussions with stakeholder teams. Reports updates, blockers, challenges to executive on scheduling process with options of how to solve. Discipline Growth and Development Begins to provide leadership within the discipline and participates in the Business Support community. Actively seeks to mentors less experienced Business Support colleagues. Owns the end to end timely hiring and onboarding of multiple Regional Vendor Admins. Manages Vendor Admin Talent pipeline, creates s and works to attract, hire and retain top vendor talent. Accountable to onboard Digital Enterprise vendor support Admins globally. Manages workload and capacity across themselves and vendor support Admins to ensure balance of Org administrative accountabilities. Leverages strengths of Admin vendors to fully own accountability for DSE wide accountabilities such as distribution lists, sharepoint sites, team chats, organizational charts, etc. Contributes to their organization's culture by participating across the team and division. Engages in career development and trainings. Identifies and aligns growth opportunities for self and team. Develops and shares best practices and insights. May participate in interviews for Business Support roles. Supports team building. Team Management Support (Headcount Management, Recruitment, Onboarding/ Offboarding) Facilitates team experience activities. Collaborates with Global Talent Acquisition (GTA) to facilitate internal and external recruitment efforts, and partners with hiring managers to ensure a smooth process. Lands onboarding activities (e.g., ordering new-hire equipment, setting up workstations, distribution lists, security groups) and provides support to new employees, vendors, and interns as an essential contact for questions and company information. Connects new hires with the right stakeholders. Provides additional support for executive onboarding. Lands and manages headcount management activities in collaboration with Business Manager(s) and/or Chiefs of Staff including transfers/departures, reporting, offboarding, and transactions within headcount management tools. Owns process documentation for hiring, PCN management, Req posting, and new hire onboarding to train others on how to execute against these processes. Identifies areas of improvements and updates for relevant headcount management systems. Works in partnership with Finance and team members to provide up-to-date headcount figures. 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). Acts as a point of contact for events (e.g., changes). Resolves preparatory setbacks and escalates to senior Business Support staff as needed. Collaborates and coordinates with stakeholders to set up events, as needed, and manages supplier and business relationships end to end. Engages in post event close out (e.g., tracking event results/attendance. Distributing post-meeting materials) in partnership with team members. Identifies learnings and suggests best practices for future events. Supports development of workback schedule, promotion, and necessary checkpoints. 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 difficult situations. High integrity and embodies the brand and culture of the DSE organization across all interactions with stakeholders, business partners, peers, Leadership Team and Managers. 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. Understands organizational priorities and works to meet deadlines as requested. Takes accountability for project outcomes and drives stakeholder accountability through consistent communication. Keeps executive and business manager in communication loop on progress and updates. Identifies impacts and risks across the organization and communicates these to partners and key stakeholders. Streamlines processes, provides process improvements, and adjusts as needed. May delegate project tasks to Business Support team and Vendor Admins and drives accountability of others. Leads efforts to determine measurable success of projects at their conclusion. Resource Management (Hardware/Supply Management, Purchase/Expense Management Financial Management) Participates in discretionary budget tracking (e.g., morale, hardware, supplies) and reporting (may include software licenses. Partners with Finance to own expense management including documentation (e.g., purchase orders [POs], receipts, tax award spreadsheets, statements of work, reclassifications), expense tracking, and policy compliance. Identifies and resolves expense and supply related issues (e.g., missing purchase orders, account imbalances) by communicating with senior leaders and Finance as applicable. May serve as interim approver for finance approvals. 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. 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. Establishes documented process for Managers on to take ownership of resource management. Acts as Subject Matter Expert for training and questions on the process. 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. Creates, builds, and adjusts plans within areas of responsibility in partnership with Business Manager and/or Chiefs of Staff. Executes meeting cadence around the ROB of the leader. Uses discretion to determine a distribution plan for confidential internal and external communications and brings awareness to patterns. Supports continual implementation and flexibility of the ROB by partnering with peers (e.g., Chiefs of Staff) and gathering feedback. Represents organizational brand in interactions with all stakeholder parties. Space Management and Planning* Maintains and manages up-to-date space-management processes and team spaces (e.g., office locations/desk assignments, private conference rooms, seasonally transitional spaces, remote/location status). 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. Collaborates with others to design and plan room layouts, including furniture, technology, and equipment needs/assembly. Maintains detailed space utilization data to recommend changes in space assignments and identify future space requirements. Escalates and shares with senior team members. Resolves escalations and postmortem issues. Works with SMC broader organization on site strategy and design. Travel Management Manages travel arrangements (e.g., accommodations, transportation, security, group codes) for manager(s) and/or group. Creates detailed itineraries/agendas for daily activities by building agenda and setting and managing travel expectations to maximize trip productivity. Executes on logistics of agenda (e.g., building agenda and expectations, briefing leader, sharing information with countries). Acts as a stand-by resource to address issues/escalations during business travel. Facilitates communication across stakeholders ahead of travel. Ensures required documents (e.g., immunization records, visas) are obtained for international travel. Guides less experienced colleagues, leveraging full knowledge of Microsoft travel policies. Manages and ensures compliance with relevant US Travel Tax Tool. Provides guidelines and recommendations on travel expenses and policies to Executive and leadership team to ensure compliance and to reduce audits. Completes expense reports in timely fashion so as not to incur penalties. Other Embody our culture and values This responsibility is dependent on location. Qualifications Required/Minimum 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. Additional or Preferred Qualifications 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, train). Business Support ATR-D - The typical base pay range for this role across the U.S. is USD $27.40 - $46.49 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 $37.84 - $52.98 per hour. Certain roles may be eligible for benefits and other compensation. Find additional benefits and pay information here: Microsoft is an equal opportunity employer. Consistent with applicable law, 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 and/or a reasonable accommodation due to a disability during the application process, read more about requesting accommodations.