Executive Administrator

Overview

Does pioneering new and innovative ways to reimagine and transform end-user productivity across the breadth and depth of Microsoft’s global workforce sound exciting to you?  Are you passionate about the future of work, driving innovation and showcasing an employee experience blueprint that inspires customers and partners to navigate their digital transformation?  If so, the Microsoft Digital (MSD) team is an excellent place for you to grow your career as an Executive Administrator.

Microsoft Digital (MSD)’s mission is to power, protect, and transform the employee experience at Microsoft around the world. Come build community, explore your passions, and do your best work as part of this critical and forward-thinking team . Microsoft Digital (MSD) innovates, creates, and delivers the vision for Microsoft’s employee experience, human resources, corporate and legal affairs, global real estate products, and runs Microsoft’s internal network and infrastructure, plus builds campus modernization and hybrid solutions. You will leverage the latest technologies and focus on empowering Microsoft employees with the tools and services that define both the physical and digital future of work. 

This role is based 100% on-site at Microsoft HQ in Redmond, WA.

Th is role provides critical , highly impactful administrative support for MSD leaders , including calendar management , time planning support, rhythm of business ( RoB ) management , resource management, travel and expense management, event coordination and logistics , and space planning (where appropriate) . To be successful in this role, the ideal candidate will execute these functions based on effective knowledge of business and manager needs , while upholding the highest degree of integrity and maintaining confidentiality across highly sensitive , highly confidential topics .

In this role, you will strengthen your network, internally and externally, to enable both team and leader success . You will p artner with teams across the company (e.g., product groups, Global Workplace Services , space planner owners, etc. ) and will l ead by example / act as a role model to Business Support colleagues by maintaining a positive and collaborative attitude, demonstrating mature executive presence, encouraging others to raise their own standards of excellence, enabling self-reflection during challenging situations, supporting discipline development, and setting a foundation for success. You will m anage ambiguity effectively and remain calm in stressful situations.

You will effectively balance multiple complex projects and timeline, end to end, while maintaining executional and operational excellence within the division and across business groups.

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 and Meeting Logistics

• Provide strategic calendar management and time planning support based on knowledge of business and team / leader needs, while upholding the highest degree of integrity (e.g., highly sensitive , highly confidential topics) and maintaining confidentiality.
• Use executive maturity and judgment with full knowledge of business context to identify and coordinate delegates, execute decisions around prioritization and maintain constant communication with manager and central staff. You will contribute to decision -making processes in close partnership with peers and stakeholders (e.g., Chiefs of Staff, Business Managers, Human Resources) and external leaders / business support partners . You will e xercise a sense of priority and awareness for high impact meetings, and urgent business needs, and ensure follow-up. You will p roactively engage with leader s and key stakeholders/business partners (e.g., Communications Team, Chiefs of Staff, Business Managers, Human Resources) to make decisions and cascade information as needed.
  
  

Rhythm of Business (ROB)

• P artner with your leader(s) , Chief of Staff , and peer business support partners to build and manag e an annual rhythm of business (ROB) for supported teams , including executive meeting schedule (e.g., Human Resources [HR] cadence, fiscal cadence, SLT cadence, company-wide and/or employee resource group cadence). You will s trategically communicate that ROB cadence and help to manage workloads, as needed. You will i dentif y and advise on patterns across ROBs. You will d irect continual implementation and flexibility of the ROB in partnership with peers (e.g., Chiefs of Staff) and e nsure team members follow the ROB and map their planning to established cadences.
  
  

Resource Management (Hardware/Supply Management, Purchase/Expense Management Financial Management)

• Own expense management for supported leader and e ducate others on Microsoft policy to ensure complianc e across team s / organization , escalat ing issues as needed. You will be responsible for POs, receipts, tax award spreadsheets, some statements of work, reclassifications . You will m anage, influence, and communicate processes, policies, and procedures, leveraging an understanding of the parts of the business and their inter-connection within Microsoft as a whole. You will f unction a s interim approver for leaders org . and will p artners with Business Management at a high level on aspects of budgets (SAWs, PC refresh, etc ) , headcount , and policy communication and enforcement. You will manage the discretionary budget for the leader / team you support, ensuring training, travel , employee morale needs are well understood and planned for.
  
  

Travel Management

• Work through Microsoft standard tools to coordinate travel arrangements for supported your leader (s) . You will c reate detailed itineraries/agendas for daily activities , as needed, by setting and managing travel expectations to maximize trip productivity. You will m anage and oversee travel logistics and create guidelines for visits to ensure your leader is prepared (e.g., briefing leader, sharing information with countries). You will a ct as a stand-by resource and ensure availability for varying manager needs/time zones to address issues/escalations during business travel. You will m aintain availability and act with urgency to address travel changes as they arise. You will d rive proactive communication across stakeholders ahead of travel and may communicate with domestic and international stakeholders to ensure the supported leader maximizes business trip outcomes. You will e nsure required documents (e.g., visas, passports, immunization records) are obtained for international travel. You will d isseminate and enforce travel policies and expectation s and ensure compliance with the US Travel Tax Tool .
  
  

Event Coordination and Logistics

• Plan, develop and manage events as needed, p rovid ing input into event vision and outcomes, while maintaining fiscal responsibility and demonstrating executive presence. You will c ontribute to overall event management , including promotion and goals, communication strategies and allocating resources to support optimal outcomes . Where needed, you will d evelop workback schedule s , promotion, and necessary checkpoints and will identify and help mitigate related issues. In support of hybrid / remote work, you will e nsure remote teams are aware of events for consistency of experience regionally.
  
  

Space Management and Planning* *This responsibility is dependent on location.

• Partner with the appropriate teams (e.g., Real Estate & Facilities, space planner owners, upper management) on space planning needs and team moves. You will a ddress and resolve high-level space escalations/requests and participate in large-scale space requests (e.g., annual office restacks, space build outs), liaising between admins and space planner s as needed. You will support future space planning needs / changes based on utilization data and upcoming organizational changes.
  
  

Team Management Support

• Collaborat e with Global Talent Acquisition (GTA) to facilitate internal and external recruitment efforts, and partner with hiring managers to ensure a smooth process. You will s upport intern and university recruit placement and onboarding for the broader organization . You will execute 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. You will facilitate connecting new hires with the right stakeholders.
  
  

Cross-Functional Collaboration and Communication

• Strengthen your network (internally and externally) across organizations to enable your team and leader's work. You will p roactively drive communication and liaise between executives, central teams, and other business partners to share information and best practices that drive efficiency. You will use executive maturity and independent judgment, discretion, business insights, and perspectives to support distribut ion of information to teams and/or supported leader . You will c ommunicate with executive maturity to external partners/audiences and third parties as needed and r epresent / act as an extension of the manager's/team's brand and Microsoft's core values.
  
  

Discipline Growth and Development

• Provide leadership and actively seek out / participate in the Business Support community. You will m entor Business Support professionals , help o nboard and train new Business Support staff , e ngage in career development opportunities and trainings . You will s hare best practices and insights , support the recruiting process for Business Support roles , and support team building, networking opportunities, and morale.
  
  

Leadership

• Lead by example and serve as a role model to Business Support colleagues by maintaining a positive attitude, demonstrating executive presence, influencing others, and encouraging self - reflection during challenging situations. You will n avigate with executive maturity and calmness in challenging situations and use that executive maturity to escalate issues, proactively ensuring team effectiveness and consistency.
  
  

Other

• Embody our Culture and Values
  

Qualifications

Required Qualifications:

• 5 years Administrative, Business Support, or customer service experience in an environment with an emphasis on scheduling meetings/events, travel management, and administration work for executive/upper-level management
• OR equivalent experience.
• Experience with calendar and event management, travel and expense booking.
• Experience effectively managing a Rhythm of Business for supported team.
• Proficiency with M365 – including Outlook, Excel, Word, and PowerPoint.
  

Preferred Qualifications

• Bachelor's Degree in relevant field (e.g., Business Administration, Human Resources [HR], Marketing, Communications, Psychology, Sociology)
• 2 years experience serving as mentor to others
• 3 years experience reviewing and managing administrative budgets (e.g., for events, morale, travel, training)
• OR equivalent experience.
• Administrative experience in the Technology industry.
• Experience supporting a Partner-level manager.
• Experience with global teams residing in multiple time zones.
• Effective and inclusive communication and collaboration skills.
• Detail oriented and highly organized.
• Ability to manage multiple parallel workstreams and track to tight deadlines.
• Ability to maintain confidentiality and show discretion.
  

Business Support ATR-D - The typical base pay range for this role across the U.S. is USD $28.46 - $48.80 per hour. There is a different range applicable to specific work locations, within the San Francisco Bay area and New York City metropolitan area, and the base pay range for this role in those locations is USD $39.76 - $55.67 per hour.

Certain roles may be eligible for benefits and other compensation. Find additional benefits and pay information here: https://careers.microsoft.com/us/en/us-corporate-pay

Microsoft will accept applications for the role until April 14, 2025.

Microsoft is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, color, family or medical care leave, gender identity or expression, genetic information, marital status, medical condition, national origin, physical or mental disability, political affiliation, protected veteran status, race, religion, sex (including pregnancy), sexual orientation, or any other characteristic protected by applicable laws, regulations and ordinances. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements. If you need assistance and/or a reasonable accommodation due to a disability during the application or the recruiting process, please send a request via the Accommodation request form .

Benefits/perks listed below may vary depending on the nature of your employment with Microsoft and the country where you work.

#MSD  #MSDJOBS  #EEJOBS