Executive Business Administrator

• Support a Corporate Vice President
• Effectively manage a demanding workload under time constraints with a calm, confident and positive attitude
• Be self-motivated, have effective communication and interpersonal skills, exercising sound judgment, tact, diplomacy, integrity and professionalism at all times
• Possess an aptitude to work independently and be comfortable operating with ambiguity
• Multi-task and change direction in rapid response to a fluctuating work environment, and make timely decisions
• Possess solid project-management and problem-solving skills
• Prioritize among multiple projects with a positive attitude
• Anticipate and remove administrative roadblocks
• Achieve results with a high degree of accuracy and attention to detail
• Develop collaborative relationships with others who have a diverse set of working styles and perspectives
• Be an active member of the admin team, working on stretch goals, training and participating in all team meetings and all hands

Responsibilities

• Provides strategic calendar management and time planning support for Corporate Vice President
• Aligns calendar based on knowledge of managers preferences and operating styles (e.g., personal needs, allocation to business priorities).
• May attend meetings and/or ensure follow-up as needed.
• Manages ambiguous situations.

• Continues to build and leverage network across organizations to enable their team and leaders work.
• Serves as a liaison between executives and teams.
• Communicates with external partners/audiences and third parties.

• Actively seeks to mentors less experienced Business Support colleagues.
• Onboards and trains new Business Support staff.
• Develops and shares best practices and insights.

• Collaborates with Global Talent Acquisition (GTA) to facilitate internal and external recruitment efforts, and partners with hiring managers to ensure a smooth process.
• 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.
• Lands and manages headcount management activities including transfers/departures, reporting, offboarding, and transactions within headcount management tools.

• Owns the coordination, logistics, and direction for events.
• Proactively drives actions needed to ensure event outcomes (e.g., developing workback schedule, checkpoints leading up to an event).
• Acts as a point of contact for events (e.g., changes).

• Leads by example and serves as a role model to Business Support colleagues by maintaining a professional attitude, demonstrating executive presence, influencing others, and encouraging self reflection during challenging situations.

• Balances multiple projects end to end with varying deadlines, while maintaining executional and operational excellence within the business and across business groups as applicable.
• Takes accountability for project outcomes and drives stakeholder accountability through consistent communication.
• Streamlines processes, provides process improvements, and adjusts as needed.

• Participates in discretionary budget tracking (e.g., morale, hardware, supplies) and reporting.
• Partners with Finance to own expense management including documentation (e.g., purchase orders [POs], receipts, tax award spreadsheets, statements of work, reclassifications), expense tracking, and policy compliance.
• Serve as interim approver for finance approvals.
• Vendor and supplier management, including ensuring they are set up for financial processing.

• Understands and helps to implement rhythm of business (ROB) in line with recognized patterns, and proactively takes action on business cadence.
• Creates, builds, and adjusts plans within areas of responsibility in partnership with General Manager(s).
• Executes meeting cadence around the ROB of the leader(s).
• Uses discretion to determine a distribution plan for confidential internal and external communications and brings awareness to patterns.

• Maintains and manages up-to-date space-management processes and team spaces (e.g., office locations/desk assignments, private conference rooms, remote/location status).
• Coordinates large-scale space requests (e.g., annual office restacks, space build outs), liaising between admins and space planner and advocating for appropriate space for their team.

• Manages travel arrangements (e.g., accommodations, transportation, security, group codes) for manager(s) and/or group.
• Creates detailed itineraries/agendas for daily activities by building agenda and setting and managing travel expectations to maximize trip productivity.
• Executes on logistics of agenda (e.g., building agenda and expectations, briefing leader, sharing information with countries).
• Acts as a stand-by resource to address issues/escalations during business travel.
• Facilitates communication across stakeholders ahead of travel.
• Ensures required documents (e.g., immunization records, visas) are obtained for international travel.
• Guides less experienced colleagues, leveraging full knowledge of Microsoft travel policies.
• Manages and ensures compliance with relevant US Travel Tax Tool.

• Embody our culture and values

Qualifications

• 5+ years Administrative or Business Support in an environment with an emphasis on scheduling meetings/events, travel management, and administration work for executive/upper level management.
• Proficiency in Microsoft Excel, PowerPoint, Outlook and Word.

• Ability to prioritize urgent situations and requests.
• Experienced with cross-team collaboration working across organizations and reporting boundaries to get things done.
• Proficiency with Microsoft Internal tools, i.e., Employee Central, ICIMS, OneNote, SharePoint, and Teams desireable.
• Ability to accommodate diverse working styles and perspectives of all individuals.
• Proven ability to prioritize own work and resources to complete projects on time and to solve routine problems effectively.