Executive Administrative Assistant 3

2 weeks ago

Redmond, United States HonorVet Technologies Full time
Position: - Executive Administrative Assistant 3

Location: - Redmond, WA

Position ID: 148475-1

Duration: - 12+ Months

Typical Day in the Role

The Security Resilience & Customer Security team is looking for an experienced and highly motivated Senior Business Administrator to support the teams across various projects, programs, and initiatives that underpin Microsoft's security solutions portfolio.

The candidate is someone who has excellent communication, organizational skills, time management, great attention to detail, and strength in navigating and juggling multiple priorities and can embrace challenges with high energy and positive attitude. The successful candidate will be able to build and maintain effective working relationships across multiple levels within Microsoft, care about how we work and what we deliver to customers. Who is proactive, can prioritize their own work, make decisions with limited information, and create an inclusive culture and work environment for the team. Autonomy and comfortable working in a remote environment with the ability to work across multiple time zones and understanding the scheduling appropriately.

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.

Responsibilities:

Calendar Management
• Provide calendar management and time planning support to busy managers. Can quickly learn and align calendar based on knowledge of manager's priorities and operating styles, is proactive, agile, and flexible with calendaring, ensures preparation of meeting setting (e.g., booking rooms, assisting with troubleshooting audio-video [AV] and technical issues), and can manage ambiguous situations with high degree of accuracy and attention to detail.
• Helps to execute on business cadence (scheduling/meeting logistics) around the rhythm of business of the team and identifies patterns.

Cross-Functional Collaboration and Communication
• Has the ability to build and maintain strong relationships with stakeholders across multiple organizations (e.g., business-support professionals, partners, Human Resources [HR], Finance, event planners, peers) to enable their leader and team's work.
• Is a team player and has a strong customer service approach.
• Can effectively communicate with external partners and audiences.

Team Management Support (Headcount Management, Recruitment, Onboarding/ Offboarding)
• 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)

Travel Management
• Provides travel arrangements using Microsoft tools (e.g., accommodations, transportation, security, group codes) for manager and/or group and obtain visas when needed.
• Create itineraries for daily activities and maximize trip itineraries.
• Ensure required documents are obtained for international travel
• Follows travel policies and leverages guidance from senior Business Support colleagues as necessary.
• Knowledge of scheduling diverse individuals across multiple time zones and an appreciation of global working is essential.

Event Coordination and Logistics
• Supports planning, coordination, promotion, and support for events and conferences.
• Assists with determining event needs and outcomes.
• May assist with and/or own creating event itinerary.
• Acts as a point of contact for events.
• Contributes to team morale and building team dynamics.

Qualification:
• 3+ years Group Administrator/Administrative Assistant experience
• Experience working in a large, international organization
• Experience managing multiple, complex calendars
• Expense reporting to multiple reports
• Proficiency in Outlook, Word, Excel, and PowerPoint
• Ability to coordinate national and international travel
• Strong attention to detail and prioritization skills
• Ability to work in a team and independently
• Time flexibility may be required.

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