US Education Executive Administrator [United States]

 

The Microsoft US Education team (EDU) has an immediate opening for a highly motivated Executive Administrator to support the Vice President (VP) for US Education.

Our EDU Team is looking for someone who is highly organized; communicates effectively; shows initiative, leadership and mentorship of others; has the ability to set priorities and handle multiple tasks simultaneously with little direction.

In this role, you will be working across teams and collaboration will be essential. You will also be relied upon to anticipate and remove administrative roadblocks; make timely decisions; leverage proven planning and organizational skills. You will also be involved in working with financials and budgeting to further support our VP. It will also be important to build effective working relationships across boundaries and accommodate work styles and perspectives of diverse individuals.

The primary function of this role will be calendar support and logistics for our VP, travel arrangements, and partner closely with administrative, business management and leadership teams.

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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

• Provides highly strategic calendar management (e.g., high profile, high risk, large-scale impact) based on deep knowledge of business and executive needs, while upholding the highest degree of integrity (e.g., highly sensitive, highly confidential topics) and maintaining confidentiality. 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. Exercises a sense of priority and awareness for high impact meetings (e.g., high profile, large scale) and urgent business needs. Proactively adapts to shifting priorities while representing senior leader and sets an example for less experienced colleagues in making judgment calls and prioritizing competing demands. Engages with external C-Suite/Board of Directors (BOD) executives to represent Microsoft. Manages complex ambiguity and remains calm in high-stress situations.

Cross-Functional Collaboration and Communication

• Draws from and utilizes a vast internal/external network to support the executive leader's work and Microsoft's charter. Maintains strategic alliances inside and outside the company. Proactively drives communication and liaises between executives, central teams, and other business partners to share information and best practices that drive efficiency across organizations. 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 office and acts as an extension of manager/team's brand and Microsoft's core values through written and verbal communication

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.

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 best outcome. Develops workback 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.

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

• Owns expense management for the executive office. Educates administrative team on Microsoft policy to ensure compliancy across team/division/organization and escalates issues as needed. Manages, influences, and communicates processes, policies, and procedures, leveraging understanding of the parts of the business and their inter-connection within Microsoft as a whole. Functions as interim approver for executive office. Partners with finance 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)

• 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.

Space Management and Planning*

• Partners with the appropriate teams (e.g., Real Estate & Facilities, space planner owners, upper management) when complex space issues are escalated to the executive office. Manages executive office space, including design and technology needs.

Travel Management

• Works with Executive Travel to coordinate travel arrangements (e.g., accommodations, transportation, security) for Executive Office. Creates detailed itineraries/agendas for daily activities by setting and managing travel expectations to maximize trip productivity. Manages and oversees all travel logistics and creates guidelines for visits to ensure leader is prepared (e.g., briefing leader, sharing information with countries). 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. May accompany leaders on business trips (e.g., Inspire, Ready) to provide onsite support. Ensures compliance with US Travel Tax Tool.

Other

• Embody our Culture and Values

Qualifications

Required/Minimum 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.

Additional or Preferred Qualifications

• Bachelor's Degree in relevant field (e.g., Business Administration, Human Resources [HR], Marketing, Communications, Psychology, Sociology)
  • OR equivalent experience.
• 4+ years experience serving as mentor or direct/indirect (e.g., team leader) supervisor to others.
• 5+ years experience reviewing and managing administrative budgets (e.g., for events, morale, travel, training).

Business Support ATR-E - The typical base pay range for this role across the U.S. is USD $31.15 - $62.55 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 $41.54 - $68.61 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 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.

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