Executive Business Administrator

7 days ago

New York, New York, United States Microsoft Full time
Do you take initiative, demonstrate flexibility, and thrive in fast-paced environments? Do you want to work with colleagues who are passionate about what they do for Microsoft and its customers and make an impact on a global scale? Do you want to work in an environment where teammates are highly collaborative, supportive and treat each other with respect? If so, join Microsoft Advertising.

We are seeking an experienced Executive Business Administrator to provide support for the Vice President of one of our organizations.

This position requires excellence in primary administrative functions, responsibility for executive-level interfaces, working with partners across all levels of Microsoft employees, and collaborating most closely with our Sales, Communications, Marketing and Operations team. The ideal candidate will need to navigate autonomously, have stellar interpersonal skills, demonstrate good judgment, maintain a high level of confidentiality, set priorities, and handle multiple tasks simultaneously with calm confidence. Bringing this expertise to the Business Support community in support of consistently high standards and deep collaboration will be highly valued. Being detail-oriented and having consistent and timely follow-through will be essential to success. Onsite presence in our New York City office is required.

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:
  • Rhythm of Business (ROB): Understands the Rhythm of Business across Microsoft Advertising and proactively adjusts plans as necessary to meet evolving needs, manages meeting cadence to maintain productivity, and ensures continuous improvement within the business operations.
  • Calendar Management and Meeting Logistics: Efficiently manages complex calendars, resolves scheduling conflicts proactively, strategically organizes high-level meetings, prepares comprehensive materials, collaborates on critical decisions with key stakeholders (Chief of Staff, Communications Manager, Business Manager), and handles follow-ups meticulously.
  • Travel Management: Arranges travel plans, creates detailed itineraries for executives, addresses any travel-related issues promptly, ensures all required documents for international trips are secured, and advises on corporate travel policies to ensure compliance.
  • Resource Management: Tracks and reports discretionary budget, including morale, T&E, training, hardware, and supplies. Resource for the business support team on expense management and compliance. Resolves issues with proactive expectation setting and clear communicating with key stakeholders. Reviews, forecasts, and suggests improvements for efficient budget management.
  • Event Coordination and Space Management: Manages event logistics with precision, delegates tasks effectively, resolves any arising issues swiftly, collaborates with stakeholders to ensure seamless execution, and suggests post-event improvements for future successes. Coordinates with space representatives for office space management and relocations, and serves as a subject matter expert on the New York office, including access and conference rooms.
  • Discipline Growth and Development: Is a leader in the Business Support community, mentors colleagues with a focus on professional growth, trains new staff effectively, fosters an engaging team culture, and identifies strategic growth opportunities to advance the discipline.
  • Culture Contributor: Understands the pulse of the New York office, and collaborates with the Culture Crew and Leadership Team to support our teams through a positive, fun environment.
Qualifications:

Required Qualifications:
  • 7+ 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
    • OR equivalent experience
  • 5+ years' of organizational, planning, time management, project management, problem-solving, and anticipatory skills
  • 5+ years' of proficiency with Microsoft software including Outlook, Word, Excel, and PowerPoint.
Additional or Preferred Qualifications:
  • Bachelor's Degree in relevant field (e.g., Business Administration, Human Resources [HR], Marketing, Communications)
    • OR equivalent experience.
  • 4+ years experience serving as mentor or direct/indirect (e.g., team leader) supervisor to others.
  • 5+ years experience reviewing and managing administrative budgets (e.g., for events, morale, travel, training).
  • Proficiency with Microsoft software including Outlook, Word, Excel, and PowerPoint. With training, will master Microsoft internal tools (MS Travel, MS Expense2, Employee Central, HeadTrax, iCIMS, HR Insights Catalog, MS Space, MyOrder, IDWeb, AssetLink, etc.)
  • Effective written and oral communication skills. English proficiency.
  • Organizational, planning, time management, project management, problem-solving, and anticipatory skills.
  • Be able to execute in relatively ambiguous and complex situations, prioritizing and juggling multiple projects at once, work independently, be self-motivated and action oriented.
Business Support ATR-E - The typical base pay range for this role across the U.S. is USD $ $64.90 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 $ $71.25 per hour.

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

Microsoft will accept applications for the role until January 13, 2025.

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.

#MicrosoftAdvertising #MicrosoftAI

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