Job Description

Executive Assistant

Microsoft AI is looking for an Executive Assistant to join our newly formed organization. In this role, you will provide administrative support to the CVP of Monetization and be a lead for other EAs. As an Executive Assistant, you will be helping with all levels of support including team communications, strategic calendar management and complex end-to-end headcount/budget management. You will identify support gaps and develop/implement solutions to help contribute to the leader's and team's overall success. In addition, you will need to collaborate closely with business partners and team leaders to support the rhythm of business (ROB), space planning, and headcount/budget planning and maintenance.

Responsibilities:

• Calendar Management: Provides strategic calendar management and time planning support for manager and additional team calendars when needed. Manages calendar, meeting preparation, and logistics based on knowledge of manager and business needs.
• Cross-Functional Collaboration and Communication: Strengthens their network (internally and externally) across organizations to enable their team and leader's work. Uses executive maturity and independent insight judgment, discretion, business insights, and perspectives to direct and prepare staff to distribute information to their teams and/or supported leader.
• Team Management Support (Headcount Management, Recruitment, Onboarding/Offboarding): Collaborates with Global Talent Acquisition (GTA) to facilitate internal and external recruitment efforts, and partners with hiring managers to ensure an effective 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. Provides high-level support for a seamless executive onboarding experience.
• 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.
• Resource Management (Hardware/Supply Management, Purchase/Expense Management Financial Management): Owns expense management including documentation (e.g., purchase orders [POs], receipts, tax award spreadsheets, statements of work, reclassifications), expense tracking, and policy compliance. Educates administrative team on Microsoft Policy to ensure compliancy across team/division/organization and escalates issues as needed. Functions as interim approver for executive office when needed.
• Rhythm of Business (ROB): Partners with senior leader(s) and Chiefs of Staff on building and managing annual rhythm of business (ROB), including fiscal year calendar and executive meeting schedule (e.g., Human Resources [HR] cadence, fiscal cadence, SLT cadence, company-wide and/or employee resource group cadence). Strategically communicates ROB cadence and helps to manage workloads, as needed.
• Space Management and Planning: Leads 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. Addresses and resolves high-level space 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 appropriate contact/tool 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.
• Discipline Growth and Development: Provides leadership and actively seeks out and participates in the Business Support community. Mentors Business Support professionals. Shares best practices and insights.

Qualifications:

Required Qualifications:

• 7+ 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.

Preferred Qualifications:

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

Microsoft is an equal opportunity employer. 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.

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