New 
Executive Business Administrator
 Microsoft | |
 United States, California, Mountain View | |
 Apr 18, 2025 | |
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OverviewMicrosoft's Office of the CTO is looking for a Executive Business Administrator to join our team. This role requires providing executive-level administrative support to some of our senior leaders (Corporate Vice President or equivalent level). The primary responsibilities include extensive calendar management, assisting leaders in building their teams, and serving as our administrative point of contact at Microsoft's Silicon Valley Campus. This position is crucial in helping support the activities and success of the Office of the CTO. We're seeking an experienced Executive Business Administrator who can operate efficiently and proactively in an agile environment. If you are driven, flexible, and committed to delivering consistent outstanding results, and you are excited to be part of an amazing organization and team, we'd love to hear from you! 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.In alignment with our Microsoft values, we are committed to cultivating an inclusive work environment for all employees to positively impact our culture every day.
ResponsibilitiesCalendar Management Provides strategic calendar management and time planning support for senior leader(s). Manages and owns calendar, meeting preparation, and logistics based on knowledge of leader and business needs. Uses executive maturity and judgment with full knowledge of business context to identify and coordinate delegates, execute decisions around prioritization and maintain constant communication with leader and central staff. Leads and owns decision making processes in close partnership with peers and stakeholders. Exercises a sense of priority and awareness for high impact meetings and urgent business needs, and ensures follow-up. Proactively engages with leader and key stakeholders/business partners to make decisions and cascade information as needed. Manages ambiguity and remains calm in stressful situations. Cross-Functional Collaboration and Communication Strengthens their network across organizations to enable their team and leader's work. Proactively drives communication and liaises between executives, central teams, and other business partners to share information and best practices that drive efficiency. Uses executive maturity and independent judgment, discretion, business insights, and perspectives to direct and prepare staff to distribute information to their teams and/or supported leader. Communicates with executive maturity to external partners/audiences and third parties. Represents and acts as extension of leader's/team's brand and Microsoft's core values. Discipline Growth and Development Provides leadership and actively seeks out and participates in the Business Support community. Mentors Business Support professionals. Onboards and trains new Business Support staff. Contributes to their organization's culture as a leader. Engages in career development and trainings. Identifies, aligns, and promotes growth opportunities for self and team. Shares best practices and insights. Driving the recruiting process for Business Support roles. Supports team building, networking opportunities, and works to uphold morale. Team Management SupportLeads team experience activities. Collaborates with business partners to facilitate internal and external recruitment efforts, and partners with hiring managers to ensure a smooth process. Supports intern and university recruitment for the broader organization. Creates committees to promote team experiences. Lands and delegates onboarding activities (e.g., ordering new-hire equipment, setting up workstations, distribution lists, security groups) and provides support to new employees, vendors, and interns as an essential contact for questions and company information. Connects new hires with the right stakeholders. Provides high-level support for a seamless executive onboarding experience. Lands and manages headcount management activities in collaboration with business partners including transfers/departures, reporting, offboarding, and transactions within headcount management tools. Identifies areas of improvements and updates for relevant headcount management systems.Event Coordination and Logistics Manages, plans, and develops events. Takes responsibility for event outcomes and demonstrates executive presence. Leads a team of event planners if needed. Partners with management to understand event aspirations and target goals. Develops and leverages resources for reuse to drive efficiency. Contributes to development of workback schedule, promotion, and necessary checkpoints. Leadership Leads by example and serves as a role model to Business Support colleagues by maintaining a professional attitude, demonstrating executive presence, influencing others, and encouraging self reflection during challenging situations. Navigates with executive maturity and calmness in challenging situations. Uses executive maturity to escalate issues, proactively ensuring teams effectiveness and consistency. Engages with the Business Support community, keeping a pulse to enable growth across the discipline. Project Ownership Balances multiple complex projects and timelines end to end while maintaining executional and operational excellence within the division and across business groups. Provides operations and project management as needed. Takes accountability for project outcomes and drives stakeholder accountability. Identifies and provides insights regarding risks and challenges related to projects across the company, and communicates these to executives, partners, and key stakeholders. Streamlines processes, leverages best practices, provides process improvements, and adjusts as needed. Leads efforts to determine measurable success of projects at their conclusion. Resource ManagementOwns expense management including documentation, expense tracking, and policy compliance. Educates team on Microsoft policy to ensure compliancy across team/division/organization and escalates issues as needed. Functions as interim approver for executive office. Oversees supply management and planning and promotes compliance with supply management policies and procedures within an organization. Manages discretionary budget tracking (e.g., morale, hardware, supplies) and reporting. Identifies and resolves expense and supply related issues by communicating with senior leaders and business partners as applicable. May perform vendor and supplier management, including ensuring they are set up for financial processing. Partners with business partners at a high level on all aspects of budgets, headcount and policies, including assisting with annual budget planning by consolidating team requests and prioritizing funding. Rhythm of Business (ROB) Partners with leaders and business partners on building and managing annual rhythm of business (ROB), including fiscal year calendar and executive meeting schedule. Strategically communicates ROB cadence and helps to manage workloads, as needed. Identifies and advises on patterns across ROBs. Advises on best practices for developing a distribution plan for confidential internal and external communications in collaboration with business partners. Directs continual implementation and flexibility of the ROB in partnership with business partners. Ensures team members follow ROB and map their planning to established cadences.Space Management and PlanningOversees space-management processes and team spaces (e.g., office locations/desk assignments, private conference rooms, seasonally transitional spaces, remote/location status), cascading space management vision to fellow team members. Oversees and streamlines group moves. Addresses and resolves high-level space escalations/requests. Leads large-scale space requests (e.g., annual office restacks, space build outs), liaising between admins and space planner and negotiating for appropriate space for their team. Determines future space planning needs and drives space changes based on utilization data and upcoming organizational changes. Travel Management Works with Executive Travel to coordinate travel arrangements for senior leaders and/or group. Creates detailed itineraries for daily activities by setting and managing travel expectations to maximize trip productivity. Manages all travel logistics and maximizes trip itineraries. 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 travel changes as they arise. Drives proactive communication across stakeholders ahead of travel and may communicate with domestic and international stakeholders to ensure the supported leader maximizes business trip outcomes. Ensures required documents are obtained for international travel. Disseminates and enforces travel policies and expectations. May accompany leaders on business trips to provide onsite support. Manages and ensures compliance with US Travel Tax Tool. Other Embody our culture and values. | |