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Microsoft Hiring for Executive Business Administrator at Reno, NV Full Time
Job Description
OverviewWith over 18,000 employees worldwide, the Microsoft Customer Experience & Success (CE&S) organization is responsible for the strategy, design, and implementation of Microsoft’s end-to-end customer experience. Come join CE&S and help us build a future where customers come to us not only because we provide industry-leading products and services, but also because we provide a differentiated and connected customer experience.The Global Customer Success (GCS) organization is leading the effort to create the desired customer experience through support offer creation, driving digital transformation across our tools, and delivering operational excellence across CE&S. If you are looking for a high-energy, high-impact environment, and you are passionate about managing complex competing priorities to enable effective cross-team collaboration and accountability, then this role is for you! The Global Customer Success team is looking for an Executive Business Administrator that will support three leaders (Strategy, Technology, Delivery Excellence) and their respective teams. This position will require initiative, good judgment, the ability to set priorities and handle multiple teams and tasks simultaneously. Highly motivated individuals who are diligent and passionate about quality customer service are encouraged to apply. Are you proactive and detail oriented with an open mindset? This role will allow you to use your organizational and planning skills, time management and effective written/verbal communication skills. This person will demonstrate drive and initiative as well as the ability to adapt to changing circumstances. This person will exhibit resourcefulness and be able to solve routine problems effectively as well as prioritize their own work, while completing projects on time. Are you consistent and timely with your follow-through? The team is looking for someone who can work successfully in a large team environment, build effective working relationships, and accommodate the different working styles and perspectives of diverse individuals. 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.
ResponsibilitiesCalendar ManagementProvides strategic calendar management and time planning support for manager(s) (Corporate Vice President [CVP]). Aligns calendar based on knowledge of manager’s preferences and operating styles (personal needs, allocation to business priorities). Ensures preparation of meeting setting and participant attendance, involving team members in tactical logistic support as appropriate (booking rooms, troubleshooting audio-video [AV] and technical issues). Gathers, prepares, and provides meeting materials (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 (Chiefs of Staff, Business Managers, Human Resources) to enable decision making processes. Engages with leader and stakeholders/business partners (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.Cross-Functional Collaboration and CommunicationContinues 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 (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.Discipline Growth and DevelopmentBegins to provide leadership within the discipline and participates in the Business Support community. Actively seeks to mentors less experienced Business Support colleagues. Onboards and trains new Business Support staff. 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. Provides additional support for intern and university recruitment for the broader organization (planning, placement). Lands onboarding activities (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. 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 LogisticsOwns the coordination, logistics, and direction for events. Delegates as necessary. Proactively drives actions needed to ensure event outcomes (developing workback schedule, checkpoints leading up to an event). Acts as a point of contact for events (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 (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.LeadershipLeads 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 challenging situations.Project OwnershipBalances multiple projects end to end with varying deadlines, while maintaining executional and operational excellence within the business and across business groups as applicable. Takes accountability for project outcomes and drives stakeholder accountability through consistent communication. 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 members 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 (morale, hardware, supplies) and reporting (may include software licenses. Partners with Finance to own expense management including documentation (purchase orders [POs], receipts, tax award spreadsheets, statements of work, reclassifications), expense tracking, and policy compliance. Identifies and resolves expense and supply related issues (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 (Finance, Controller, Business Managers, Chiefs of Staff) by reviewing, forecasting, and providing recommendations to ensure efficiency/quality.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 (Chiefs of Staff) and gathering feedback. Space Management and PlanningMaintains and manages up-to-date space-management processes and team spaces (office locations/desk assignments, private conference rooms, seasonally transitional spaces, remote/location status). Coordinates large-scale space requests (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.Travel ManagementManages travel arrangements (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 (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 (immunization records, visas) are obtained for international travel. Guides less experienced colleagues, leveraging full knowledge of Microsoft travel policies. May accompany leaders on business trips to provide onsite support. Manages and ensures compliance with relevant US Travel Tax Tool.
ResponsibilitiesCalendar ManagementProvides strategic calendar management and time planning support for manager(s) (Corporate Vice President [CVP]). Aligns calendar based on knowledge of manager’s preferences and operating styles (personal needs, allocation to business priorities). Ensures preparation of meeting setting and participant attendance, involving team members in tactical logistic support as appropriate (booking rooms, troubleshooting audio-video [AV] and technical issues). Gathers, prepares, and provides meeting materials (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 (Chiefs of Staff, Business Managers, Human Resources) to enable decision making processes. Engages with leader and stakeholders/business partners (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.Cross-Functional Collaboration and CommunicationContinues 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 (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.Discipline Growth and DevelopmentBegins to provide leadership within the discipline and participates in the Business Support community. Actively seeks to mentors less experienced Business Support colleagues. Onboards and trains new Business Support staff. 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. Provides additional support for intern and university recruitment for the broader organization (planning, placement). Lands onboarding activities (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. 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 LogisticsOwns the coordination, logistics, and direction for events. Delegates as necessary. Proactively drives actions needed to ensure event outcomes (developing workback schedule, checkpoints leading up to an event). Acts as a point of contact for events (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 (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.LeadershipLeads 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 challenging situations.Project OwnershipBalances multiple projects end to end with varying deadlines, while maintaining executional and operational excellence within the business and across business groups as applicable. Takes accountability for project outcomes and drives stakeholder accountability through consistent communication. 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 members 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 (morale, hardware, supplies) and reporting (may include software licenses. Partners with Finance to own expense management including documentation (purchase orders [POs], receipts, tax award spreadsheets, statements of work, reclassifications), expense tracking, and policy compliance. Identifies and resolves expense and supply related issues (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 (Finance, Controller, Business Managers, Chiefs of Staff) by reviewing, forecasting, and providing recommendations to ensure efficiency/quality.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 (Chiefs of Staff) and gathering feedback. Space Management and PlanningMaintains and manages up-to-date space-management processes and team spaces (office locations/desk assignments, private conference rooms, seasonally transitional spaces, remote/location status). Coordinates large-scale space requests (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.Travel ManagementManages travel arrangements (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 (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 (immunization records, visas) are obtained for international travel. Guides less experienced colleagues, leveraging full knowledge of Microsoft travel policies. May accompany leaders on business trips to provide onsite support. Manages and ensures compliance with relevant US Travel Tax Tool.
