Executive Business Administrator

If you are passionate about providing a world class employee experience to Microsoft employees while supporting a high performing team of business professionals, the Microsoft Global Workplace Services (GWS) team is looking for you to join us!

We are focused on empowering every organization and individual at Microsoft to achieve more. GWS manages a portfolio of ~35M square feet, comprised of ~600 buildings globally across over 100 countries. We support approximately 167,000 people globally. GWS plays a critical role in attracting and retaining talent by designing a physical environment that fosters creativity, productivity, and a sense of community for our employees. Every day, our team strives to deliver the workspaces and services that enable individuals to achieve their highest potential. 

If you share our passion, thrive on big challenges with broad impact and want to join a team in Corporate Real Estate, then this is a fantastic opportunity for you! We are hiring an Executive Business Administrator to support the General Manager (GM) within Global Workplace Services.

The ideal candidate for this role will need to be able to navigate and change directions quickly within a fast-paced environment. Have interpersonal skills, take initiative, demonstrate good judgment, and maintain confidentiality. They will also need to set priorities and handle multiple tasks simultaneously. Being detail oriented and having consistent and timely follow-through are essential in this role.  A positive attitude, as well as an eagerness and willingness to integrate and collaborate will be critical to have success. 

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

Calendar Management: Provides strategic calendar management and time planning support for GM of GWS, with the potential to take on additional calendars to manage as needed. Aligns calendar based on knowledge of leaders’ 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 leader informed. Collaborates with peers (e.g., Chiefs of Staff, Human Resources) to enable decision making processes. Engages with leader and stakeholders/business partners to cascade information as needed. May attend meetings and/or ensure follow-up as needed. Manages ambiguous situations.  

Cross-Functional Collaboration and Communication: Continues 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 to prepare key stakeholders to distribute information to their teams. Communicates with external partners/audiences and third parties. Represents their leader and Microsoft. 

Team Support: Contributes to our organization's workplace culture by participating, promoting, and contributing to team, organization, and division events/activities. Provide team support by managing distribution groups, organizational charts, Microsoft Teams channels, SharePoint sites, and contributing to new hire onboarding and employee departure experiences by helping and execute steps in the processes for headcount/ position control number (PCN) management, space allocations, collection of Microsoft assets and timely updating of Employee Central data. Provide guidance and help ensure compliance rules are known and followed. 

Rhythm of Business (RoB): Working closely with Chief of Staff/Business Manager, helping to execute on business cadence (scheduling/meeting logistics) around the RoB ensure successful delivery of committed goals.     

Event Coordination and Logistics: Acts as a point of contact to p