Executive Business Administrator - Healthcare & Life Sciences

at  Microsoft

We are looking for an experienced Executive Business Administrator who is ready for a dynamic role in a fun, fast-paced and energetic team. Do you thrive on complex planning and have an eye for details? A fantastic opportunity awaits a highly organized, driven, and collaborative professional.
The successful candidate can effectively manage a demanding workload under time constraints with a calm, confident and positive attitude, can work independently, deal with ambiguity, and expects to deliver while acting as a representative of the leaders they support. Effective communications skills, the ability to prioritize effectively, and handle multiple time-critical tasks simultaneously are a must. This role requires complex calendaring skills, operational excellence, and an effective use of data and business systems.
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.

REQUIRED/MINIMUM 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.

ADDITIONAL OR PREFERRED QUALIFICATIONS

• Bachelor’s Degree in relevant field (e.g., Business Administration, Human Resources [HR], Marketing, Communications, Psychology, Sociology)
• OR equivalent experience.
• 2+ years experience supporting multiple executives.
• 3+ years experience reviewing and managing administrative budgets (e.g., for events, morale, travel, expense processing, training).
  Business Support ATR-D - The typical base pay range for this role across the U.S. is USD $27.40 - $46.49 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 $37.84 - $52.98 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

Calendar Management

• Provides strategic calendar management and time planning support for two business leaders. Aligns calendar based on knowledge of leaders’ preferences and operating styles (e.g., personal needs, allocation to business priorities). Ensures preparation of meeting setting and participant attendance, involving team members in tactical logistic support as appropriate (e.g., booking rooms, troubleshooting audio-video [AV] and technical issues). Gathers, prepares, and provides meeting materials (e.g., agendas, briefings, pre-reads). Uses judgment and knowledge of business context to identify and provide delegates for meeting conflicts as needed, makes decisions around prioritization and keeps leader informed. Collaborates with peers (e.g., Chiefs of Staff, Business Managers, Human Resources) to enable decision making processes. Engages with leader and stakeholders/business partners (e.g., Communications Team, Chiefs of Staff, Business Managers, Human Resources [HR]) to cascade information as needed. May attend meetings and/or ensure follow-up as needed. Manages ambiguous situations.

Cross-Functional Collaboration and Communication

• Continues to build and leverage network across organizations to enable their team and leader’s work. Serves as a liaison between executives and teams. Gathers information from partners across organizations (e.g., business managers, finance partners, peers) to prepare key stakeholders to distribute information to their teams. Communicates with external partners/audiences and third parties. Represents their leader(s) and Microsoft.

Discipline Growth and Development

• Begins to provide leadership within the discipline and participates in the Business Support community. Actively seeks to mentor less experienced Business Support colleagues. Onboards and trains new Business Support staff. Contributes to their organization’s culture by participating across the team and division. Engages in career development and trainings. Identifies and aligns growth opportunities for self and team. Develops and shares best practices and insights. May participate in interviews for Business Support roles. Supports team building.

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

• Facilitates 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. Provides additional support for intern and university recruitment for the broader organization (e.g., planning, placement). Lands 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 additional support for executive onboarding. Lands and manages headcount management activities in collaboration with Business Manager(s) and/or Chiefs 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.