Microsoft Executive Assistant 

United States, California, San Jose 

76156268

Required Qualifications:

• 10+ 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.

Other Requirements:

• Ability to meet Microsoft, customer and/or government security screening requirements are required for this role. These requirements include, but are not limited to the following specialized security screenings: This position will be required to pass the Microsoft Cloud background check upon hire/transfer and every two years thereafter.

Additional or Preferred Qualifications:

• Bachelor's Degree in relevant field (e.g., Business Administration, Human Resources [HR], Marketing, Communications, Psychology, Sociology)

• OR equivalent experience.

• 6+ years experience serving as mentor or direct/indirect (e.g., team leader) supervisor to others.

• 10+ years experience reviewing and managing administrative budgets (e.g., for events, morale, travel, training).

Certain roles may be eligible for benefits and other compensation. Find additional benefits and pay information here:

Microsoft will accept applications for the role until July 26, 2024.

Calendar Management

• Provides strategic calendar management and time planning support for manager(s) (e.g., Senior Corporate Vice President [CVP], Executive Vice President [EVP]). Manages and owns calendar, meeting preparation, and logistics based on knowledge of manager 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 manager and central staff. Leads and owns decision-making processes in close partnership with peers and stakeholders (e.g., Chiefs of Staff, Business Managers, Human Resources) and external leaders/business support. 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 (e.g., Communications Team, Chiefs of Staff, Business Managers, Human Resources) to make decisions and cascade information as needed. Manages ambiguity and remains calm in stressful situations.

Cross-Functional Collaboration and Communication

• Strengthens their network (internally and externally) 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 manager's/team's brand and Microsoft's core values.

Discipline Growth and Development

• Drives strategic oversight and direction for discipline development within Business Support community. May establish and design the team career development plan as needed. Assesses discipline capabilities to encourage a growth mindset environment, supports team building, networking opportunities, and works to uphold morale. Uses deep Business Support knowledge and experience to mentor and support the Business Support community. Cultivates their organization's culture and advises others across the discipline. Builds, mentors, and grows diverse and inclusive Business Support teams through networking and the interviewing process. Supports team building, networking opportunities, and driving morale.

Team Management Support (Headcount Management, Recruitment, Onboarding/ Offboarding)

• Leads team experience activities. Collaborates with Global Talent Acquisition (GTA) 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 (e.g., planning, placement). 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 Manager(s) and/or Chief of Staff including transfers/departures, reporting, offboarding, and transactions within headcount management tools. Identifies areas of improvements and updates for relevant headcount management systems. Works in partnership with Finance and team members to provide up-to-date headcount figures.

Event Coordination and Logistics

• Provides strategic oversight into event vision and outcomes, while maintaining fiscal responsibility and demonstrating executive presence. Manages overall events, including promotion and goals, communication strategies and allocating resources to ensure the best outcome. Develops work back schedule, promotion, and necessary checkpoints. Provides high-level guidance to address complex issues with meeting/event preparation and ensures problems are mitigated. Ensures remote teams are aware of events for consistency of experience regionally. Advises on post-event close out (e.g., tracking event results/attendance, distributing post-meeting materials), and provides direction to team members.

Leadership

• Leads by example by demonstrating executive presence, encouraging others to raise their own standards of excellence, and setting a foundation for success. Navigates complex organizational challenges by influencing with high impact and exhibiting diplomacy, tact, and empathy. Assesses and adapts to challenging situations and maintains professional composure. Proactively seeks feedback on performance, invests in training leadership opportunities, and maintains self awareness.

Project Ownership

• Balances multiple complex projects and timelines end to end while maintaining execution and operational excellence within the division and across business groups. Provides operations and project management support to Senior Leadership. 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. Delegates project tasks to Business Support team members and drives accountability of others. Leads efforts to determine measurable success of projects at their conclusion.

Rhythm of Business (ROB)

• Creates, builds, and manages annual rhythm of business (ROB) with executive leader(s) and Chiefs of Staff, including fiscal-year calendar and executive meeting schedule (e.g., Human Resource [HR] cadence, fiscal cadence, SLT cadence, company-wide and/or employee resource group cadence). Prepares team for ROB cadence and helps to manage workloads across multiple ROBs/orchestration across multiple ROBs. Informs ROB strategy; uses discretion to determine and drive execution plans, as well as align ROB and resource needs. Advises on best practices for developing a distribution plan for confidential internal and external communications in collaboration with Business Managers and/or Chiefs of Staff. Directs continual implementation and flexibility of the ROB in partnership with peers (e.g., Chiefs of Staff). Ensures team members follow ROB and map their planning to established cadences.

Travel Management

• Works with Executive Travel to coordinate travel arrangements (e.g., accommodations, transportation, security) for manager(s) and/or group. Creates detailed itineraries/agendas 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 (e.g., visas, passports, immunization records) are obtained for international travel. Disseminates and enforces travel policies and expectations. May accompany leaders on business trips (e.g., inspire, Ready) to provide onsite support. Manages and ensures compliance with US Travel Tax Tool.

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