Executive Business Administrator

We are looking for an exceptional Executive Assistant to join Microsoft Research (MSR) supporting the Technical Fellow Director of Research at Redmond Labs. This executive has oversight of the organization's core research directions and strategic partnership.
This position offers executive-level interfaces at Microsoft as well as frequent external contact with all levels of the academic community, government officials and industry executives.
This role supports a busy Microsoft Executive and is an integral member of the MSR admin leadership team. The ideal candidate will have experience providing high efficiency, proactive support with the ability to adjust direction in response to shifting priorities. Must have strong attention to detail, the ability to self-direct, organizational and project management skills, demonstrated initiative, a strong work ethic and the ability to communicate effectively with others. Must also uphold the highest level of integrity and business professionalism and deal with highly sensitive data with absolute confidentiality.ResponsibilitiesLeadership and Executive Support: Plays a visible and important leadership role with customers, partners, as well as contacts at all levels of Microsoft needing to connect with the Lab Director of Microsoft Research. Leads by example and serves as a role model to colleagues by maintaining a professional attitude, demonstrating executive presence, and influencing others. Work in close partnership with the Leadership Team (LT) and extended Leadership Team (XLT).
Cross-Functional Collaboration and Communication: Work closely with Chief of Staff (CoS), business operation team for ad-hoc items, and manages the CVP needs. Develops and maintains strong relationships with R&I and T&R partners, and across multiple organizations (e.g., business-support professionals, Human Resources, CELA,).
Calendar Management: Provides calendar management and time planning support for Technical Fellow/ Lab director of Microsoft Research (CVP) and distinguished Scientist. Ensuring the schedule aligns with Executive's priorities and commitments. Must have ability to analyze and respond to changing business priorities daily. May manage community space/conference room calendars. Learns and/or aligns calendar based on knowledge of manager's preferences and operating styles.
Team Support: Contributes to our organization's workplace culture by participating, promoting, and contributing to team, organization, and division events/activities. Provide team support by managing distribution groups, organizational charts, Microsoft Teams channels, SharePoint sites, and contributing to new hire onboarding and employee departure experiences by helping and execute steps in the processes for headcount/PCN management, space allocations, collection of Microsoft assets and timely updating of Employee Central data. Provide guidance and help ensure compliance rules are known and followed.
Rhythm of Business (ROB): Working closely with Chief of Staff, helping to execute on business cadence (scheduling/meeting logistics) around the ROB ensure successful delivery of committed goals.
Event Coordination and Logistics: Acts as a point of contact to plan and execute team event activities, morale, offsite, town hall and building team dynamics. May assist with and/or own creating event itinerary and draft communications. Partcipate and support events for the broader divisions.
Travel Management: Provides travel arrangements using Microsoft tools (e.g., accommodations, ground transportation). 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.
Space Management: Maintain team spaces; office locations/desk assignments, private conference rooms, seasonally transitional spaces, remote/location status and keep internal tool and the team "Space map" up to date. Partners with managers across the organization and senior colleagues to learn and execute processes. Work with space V-team for annual office restack, space build outs, and liaising between admins, and space planner.
Budget Management: Preparing and reconciling expense reports to ensure timely processing. May also handle expense approvals for executive's direct reportsQualificationsRequired/Minimum Qualifications

• 3 + years of demonstrated success in supporting a senior executive as an Executive Assistant or equivalent experience as business support role in an environment with an emphasis on scheduling meetings/events, arranging travel, managing space, and administrative work for executive/upper-level management.

Additional / Preferred Qualifications

• High degree of integrity and trustworthiness with commitment to confidentiality
• High degree of professionalism and diplomacy
• An ability to work successfully in a team environment, and build effective working relationships inside and outside the group
• Ability to work effectively under shifting priorities and relatively ambiguous and complex situations
• Excellent initiative, eagerness, and ability to work effectively under pressure and handle complexity and ambiguity
• Excellent organizational, analytical, anticipatory, oral, and written communications skills
• Proficiency in Office 365 products such as Outlook, Teams, OneNote, Word, Excel, PowerPoint, SharePoint
• Proficiency in internal tools such as MS Expense

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.