Executive Business Administrator

Microsoft is on a mission to empower every person and every organization on the planet to achieve more. Our culture is centered on embracing a growth mindset, a theme of inspiring excellence, and encouraging teams and leaders to shine each day. In doing so, we create life-changing innovations that impact billions of lives around the world. You can help us achieve our mission. 

Microsoft Enterprise Americas is a business segment composed of United States, Canada, and LATAM, serving over 20+ countries and businesses at varying stage development. Our organization supports over 10,000 employees in a geographically and functionally diverse region that includes employees from Sales and Marketing, Engineering, Data Center, Corporate Functions and Customer Experiences & Support. We are a key growth market for Microsoft, supporting multiple Strategic Accounts and delivering key services to the customers we serve. The Executive Business Administrator role involves providing administrative support to the Americas Enterprise Human Resources (HR) Leader and a team of HR Directors, including agenda management, travel arrangements, team and community activities coordination, preparation of confidential reports for internal HR and business use, and monitoring of people budgets for assigned geographies.

There is no better time to join the Microsoft Enterprise Americas organization and to be part of the HR team supporting the growth and expansion plans of this dynamic region. This role requires a learner’s mindset, passion to make a difference for customers, discretion, and the ability to deliver results.

Responsibilities

Calendar Management and Meeting Logistics

• Provides strategic calendar management and time planning support for manager(s) (e.g., Corporate Vice President [CVP]). Aligns calendar based on knowledge of manager's preferences and operating styles (e.g., personal needs, allocation to business priorities). Ensures preparation of meeting setting and participant attendance, involving team members in tactical logistic support as appropriate (e.g., booking rooms, troubleshooting audio-video [AV] and technical issues). Gathers, prepares, and provides meeting materials (e.g., 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 (e.g., Chiefs of Staff, Business Managers, Human Resources) to enable decision making processes. Engages with leader and stakeholders/business partners (e.g., 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.

Travel Management

• Manages travel arrangements (e.g., 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 (e.g., 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 (e.g., 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 (e.g., Inspire, Ready) to provide onsite support. Manages and ensures compliance with relevant US Travel Tax Tool.

Discipline Growth and Development

• Begins 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 learnings and insights. May participate in interviews for Business Support roles. Supports team building.

Event Coordination and Logistics

• Owns the coordination, logistics, and direction for events. Delegates as necessary. Proactively drives actions needed to ensure event outcomes (e.g., developing workback schedule, checkpoints leading up to an event). Acts as a point of contact for events (e.g., changes). Resolves preparatory setbacks and escalates to Business Support staff as needed. Collaborates and coo