Executive Assistant

About the job

Microsoft Power Platform enables customers to build applications that are secure, intelligent, and easily manageable. This is a rocket ship fueled by organizations across the globe investing in low-code/no-code development models to accelerate their digital transformation ambitions. Power Platform gives “Citizen access” to a broad set of users in an enterprise, to create next generation business productivity software with a radically simplified development experience requiring minimal training.

Intelligent Applications is at the forefront of this growth curve for app developers.

We have an excellent opportunity for an experienced and motivated Executive Business Administrator to join our global team. The ideal candidate is a team player who enjoys a fast-paced environment, has the flexibility to quickly pivot priorities, has a strong attention to detail, and embraces challenges with high energy and positive “can-do” attitude.

Responsibilities

Calendar Management and Meeting Logistics

• Provides highly strategic calendar management based on deep knowledge of business and executive needs, including attention to accuracy, timeliness, proactively address conflicts, find resolution, and alignment to the leader’s priorities and commitments
• Uses discretion to make independent decisions to prioritize customer/partner meetings and urgent escalations, while balancing the overall rhythm of business (ROB).
• Uses executive maturity and judgement to lead/own multiple decision-making processes, in close partnership with stakeholders and peers.
• Engages with internal and external executives to represent Microsoft. Manages complex ambiguity and remains calm in high-stress situations.

Cross-Functional Collaboration and Communication

• Draws from and collaborates with a vast internal/external network to support the executive leader's work and organization’s charter.
• Uses executive maturity, independent judgment, discretion, business insights, and perspectives to drive collaboration and communication.
• Communicates with executive external partners, customers and third parties.
• Represents the executive office and acts as an extension of manager/team’s brand and Microsoft’s core values through written and verbal communication
• Collaborates across multiple workstreams within the executive office, partnering with cross-functional teams to drive alignment, execution, and strategic outcomes.

Travel Management

• Manages and oversee all travel logistics for executives, including trip preparation, and timely reconciliation of expense report
• Acts as a stand-by resource and ensures availability for varying manager needs/time zones to address issues/escalations during business travel. Maintains availability and acts with urgency to address changes, issues, and escalations that arise during business travel.
• Drives proactive communication across stakeholders ahead of travel and communicates with domestic and international stakeholders to ensure the supported leader maximizes business trip outcomes.
• Manages and ensures required documents (e.g., visas, passports, immunization records) obtained for international travel. Manages and ensures compliance with US Travel Tax Tool.
• Disseminates and enforces travel policies and expectations.

Other

• Coordinate and logistical support for onsite/offsite/virtual meetings/events; including All Hands, Morale, and team training.
• Assist with space management and high-profile projects such as moves, shuffles, allocation, information updates, and on-site care.
• Onsite end-to-end team equipment management in areas of general assistance as needed, keeping up-to-date inventory, on-site stock replenishment, new hire set up, reclaiming devices for repurpose, and new purchases
• Ensure compliance with administrative operations policies and procedures

Qualifications

• 10+ years of relevant administrative and project management experience supporting a senior leader in a fast-paced environment required
• Proven ability to use Outlook calendar and scheduling.
• Proficiency in Outlook, Word, Excel, and PowerPoint required. Proficiency in internal Microsoft tools, MyOrder etc. would be an advantage
• Ability to maintain highly confidential and sensitive information
• Ability to work independently, deal with ambiguity, and to solve routine problems proactively and effectively.
• Possess aptitude for rolling with changing circumstances (direction and strategy) while continuing to have professional and positive interactions.
• Ability to work well in a changing environment, under pressure, on short-notice, and take appropriate action.
• Exercise sound judgment, tact, diplomacy, integrity and professionalism in all transactions
• Adaptable and work in a team environment, building and maintaining effective working relationships with a diverse group of contributors internally and externally.

Additional Or Preferred Qualifications

• Delivers work in a timely manner.
• Experience working with a global team and cultural awareness
• Takes ownership of mistakes and proactively seek solutions
• Has a strong sense of accountability for high impact work
• Outstanding written and verbal communication skills
• Ability to react with appropriate urgency to situations and requests
• Proficiency in Microsoft Outlook, Word, Excel, PowerPoint required. Proficiency with Microsoft Internal tools, i.e., Employee Central, ICIMS, OneNote, SharePoint, and Teams required

Microsoft is an equal opportunity employer. Consistent with applicable law, all qualified applicants will receive consideration for employment without regard to age, ancestry, citizenship, color, family or medical care leave, gender identity or expression, genetic information, immigration status, marital status, medical condition, national origin, physical or mental disability, political affiliation, protected veteran or military status, race, ethnicity, religion, sex (including pregnancy), sexual orientation, or any other characteristic protected by applicable local laws, regulations and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application process, read more about requesting accommodations.