Executive Business Administrator

Microsoft’s Trusted Technology Group (TTG) plays a critical role in delivering Microsoft’s mission in the era of AI as we help the company to build and deploy technology that is both trusted and trustworthy.

TTG is seeking a highly capable Executive Business Administrator to play a critical role in supporting the Vice President of TTG. The successful candidate thrives working both independently and collaboratively, brings proven organizational and communication skills, and can effectively manage multiple workstreams in a fast‑paced, evolving environment. This role requires sound judgment, discretion, attention to detail, and a commitment to enabling team success. As a member of the Office of the VP, the successful candidate will serve as a leader within the TTG business administrator community, actively support TTG‑wide initiatives, and provide backup support as needed. A team‑first mindset and willingness to step in where required are essential.

This role will report directly to the Vice President, Trusted Technology Group.

Calendar Management and Meeting Logistics

• Provides strategic calendar management and time planning support for managers. Aligns calendar based on knowledge of manager's preferences and operating styles. Ensures preparation of meeting setting and participant attendance, involving team members in tactical logistic support as appropriate. Gathers, prepares, and provides meeting materials. 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 to enable decision making processes. Engages with leader and stakeholders/business partners to cascade information as needed. Acts as a representative for Microsoft and the manager in external communications. May attend meetings and/or ensure follow-up as needed.

Discipline Growth and Development

• Begins to provide leadership within the discipline and participates in the TTG Business Support community. Contributes to their organization's culture by participating across the team and division. Develops and shares proven practices and insights. Supports team building.

Resource Management (Purchase/Expense Management)

• Processes expense reports with full compliance of Microsoft policy.

Event Coordination and Logistics

• Owns the coordination, logistics, and direction for TTG team events and ROB. Proactively drives actions needed to ensure event outcomes. Acts as a point of contact for events. 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  in partnership with team members. Identifies learnings and suggests proven practices for future events. Supports development of workback schedule, promotion, and necessary checkpoints. Manages to an allocated budget and uses all resources to maximize the quality/impact of the event.

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 and gathering feedback.

Travel Management

• Manages travel arrangements for managers. 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. Acts as a stand-by resource to address issues/escalations during business travel. Facilitates communication across stakeholders ahead of travel. Ensures required documents are obtained for international travel. Manages and ensures compliance with relevant US Travel Tax Tool.

Space Management and Planning

• Maintains and manages up-to-date space-management processes and team spaces (e.g., office locations/desk assignments, private conference rooms, seasonally transitional spaces, remote/location status). Coordinates large-scale space requests (e.g., 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. Escala