Executive Administrative Assistant 5

Position: Executive Administrative Assistant 5

Location: Remote (PST Preferred Candidates)

Duration : 1 year

Job Description:

Top 3 Hard Skills Required Years of Experience

1. 10 (ideally 15) years Administrative Business Support or customer service experience in an environment with an emphasis on scheduling meetings travel management and administration work for executive/upper level management.

2. Having prior and extensive experience with dealing with the complexity of this organization and managing a senior leader. Whether thats calendar/travel. Time Management experience.

3. 10 Years of Excel Calendaring Microsoft Office Skills (People Insights)

Calendar Management and Meeting Logistics

Provides highly strategic calendar management (e.g. high profile high risk largescale 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 CSuite/Board of Directors (BOD) executives to represent Microsoft. Manages complex ambiguity and remains calm in highstress situations.

CrossFunctional Collaboration and Communication

Draws from and utilizes a vast internal/external network to support the executive leaders work and Microsofts 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/teams brand and Microsofts core values through written and verbal communication

Resource Management (Purchase/Expense Management Financial Management)

Owns expense management for the executive office. Educates administrative team on Microsoft policy to ensure compliance across team/division/organization and escalates issues as needed. Functions as interim approver for executive office.

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 standby 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.