Executive Business Administrator

Security represents the most critical priorities for our customers in a world awash in digital threats, regulatory scrutiny, and estate complexity. Microsoft Security aspires to make the world a safer place for all. We want to reshape security and empower every user, customer, and developer with a security cloud that protects them with end to end, simplified solutions. The Microsoft Security organization accelerates Microsoft’s mission and bold ambitions to ensure that our company and industry is securing digital technology platforms, devices, and clouds in our customers’ heterogeneous environments, as well as ensuring the security of our own internal estate. 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.

We are a team of UX professionals spanning Product Design, UX Research, Content Design, and UX Engineering. Together with our Product Management and Engineering partners, we create product experiences that are trusted, human-centered, and easy to use—enabling our users to manage, protect, and secure their digital environments with peace of mind.  

We are looking to hire an experienced and energetic Executive Business Administrator to join Microsoft Security UX. This organization sits within the Microsoft Security division, with this role reporting to the Microsoft Security UX Chief of Staff, while primarily supporting the UX Corporate Vice President. We are looking for a passionate, motivated team player and leader, with a can-do attitude. The candidate must have superior attention to detail, the ability to meet tight deadlines, great organizational skills, effective communication skills, and the ability to juggle multiple requests with little to no guidance.  A high level of discretion in handling confidential information, and professionalism in dealing with leaders inside and outside the company is a must. The candidate needs to be comfortable with working “out in front” of the team as well as behind the scenes. You will also develop a deep knowledge of the broad business group and act as a cross-group information resource.    

Responsibilities

• Manage day to day operations of the Microsoft Security UX Executive Office that includes teams spread geographically across the globe. 
• Effectively utilize the CVP’s bandwidth through calendar management and monitoring.   
• Assist the Chief of Staff with designing and implementing the Rhythm of the Business processes, preparing and/or coordinating internal and external engagements for the CVP, and communications as required. 
• Collaborate and partner with Business Managers, Admins, and LT members on projects and operational activities. 
• Proactively plan and manage logistics for team meetings such as All Hands, staff meeting, Leadership Team offsites, morale events, and more.  
• Assist the Business Manager with tasks associated with the discretionary budget, headcount, and PCN Management. 
• Play a lead role as part of the FTE onboarding process, from recruiting, hiring, office/computer set up, along with ensuring a successful onboarding experience overall, in partnership with the hiring manager. 
• Identify areas of improvement and lead streamlining of administrative policies across the broader Security organization, in partnership with other Exec Admins.  
• Proactively manage office space management and hybrid work environment  
• Ensure smooth execution of the CVP’s travel schedules. 
• Procure goods and services as required and keep track of expenses and invoices. 
• Manage onboarding and offboarding experience.  Including new hire set up, device shipping/receiving etc. 
• Design Software procurement and management. 

Qualifications

Required/Minimum 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.

Other Requirements: 

• The ability to meet Microsoft, customer and/or government security screening requirements are required for this role. These requirements include, but are not limited to the following specialized security screenings:

  Microsoft Cloud Background Check: This position will be required to pass the Microsoft Cloud background check upon hire/transfer and every two years thereafter.

Preferred Qualifications:

• Desire and ability to organize, motivate, and lead the admin community  
• Knowledge and proficiency of Microsoft products including Outlook, Microsoft Office, Windows; experie