Executive Business Admin, HRBI

We are looking for an experienced, professional Executive Business Administrator to join the HR Business Insights (HRBI) team. This role will require a high level of discretion, handling confidential information with professionalism while representing the team in interactions with senior executives inside and outside the company.
The ideal candidate must be able to maintain a cool and focused persona while being able to accommodate different work styles. You will be expected to demonstrate sound and consistent judgment, make timely decisions in relatively complex situations and prioritize among multiple projects. The right candidate will be detail oriented and have strong planning, organizational, time management and problem-solving skills.
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. In doing so, we create life-changing innovations that impact billions of lives around the world. You can help us achieve our mission.ResponsibilitiesCalendar Management

• Learns or provides calendar management and time planning support for manager(s) (e.g., Vice President and Sr. Directors). 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

• Begins to develop 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. Communicates with external partners and other audiences as appropriate.

Rhythm of Business (ROB)

• Candidate will learn the rhythm of business (ROB), key stakeholders, and interdependencies within the business and recognize patterns. Helps to execute on-business cadence (scheduling/meeting logistics) around the ROB of the team.

Space Management and Planning*

• Maintains up-to-date space-management processes and team spaces (e.g., office locations/desk assignments), with guidance. Uses space utilization data to recommend changes in space assignments and identify future space requirements. Maintains accurate, detailed information in space database.

Travel Management

• Provides travel arrangements using Microsoft tools (e.g., accommodations, transportation, security, group codes) for Vice President. 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.

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).

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).

Other

• Embody our culture and values

QualificationsRequired/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, training).

Microsoft is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, color, family or medical care leave, gender identity or expression, genetic information, marital status, medical condition, national origin, physical or mental disability, political affiliation, protected veteran status, race, religion, sex (including pregnancy), sexual orientation, or any other characteristic protected by applicable laws, regulations and ordinances. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements.
If you need assistance and/or a reasonable accommodation due to a disability during the application or the recruiting process, please send a request via the Accommodation request form .
Benefits/perks listed below may vary depending on the nature of your employment with Microsoft and the country where you work.