Executive Administrative Assistant

Job Title: Executive Administrative Assistant

Location: Remote Work

Job Type: Contract

Note: Prior Microsoft experience is required for this role.

Typical Day in the Role

• Purpose of the Team: The Global talent development diversity and inclusion team, specifically is the global DNI Solutions communities and activation team, is to supports the company s strategy around diversity and inclusion and we develop systems.
• Key projects: This role will contribute to are providing administrative tasks for 2 general managers.
• 1 manager leads the global DNI solutions and activation team, and the other leads the practice leaders.
• This person will provide support to both, managing their agendas, as well as some project management and budget support.
• Typical task breakdown and operating rhythm: The role will consist of the following rough weekly breakdown,
• 20-25 hour calendar management /calendar support
• 20-25 Administrative tasks,
• 3 hours Meetings, collaborating, QBR preparation
• 3 hours- Budget management
• 2 hours- General PO support
• 2 hours- Managing inbox
• 4 hours General Microsoft policy questions,
• 4 hours- General coordination for meetings, travel arrangements, events, and in person meetings
• 2 hours - RBM planning

• Compelling Story & Candidate Value Proposition
• What makes this role interesting? - This role will provide exposure to a global team that manages multiple different projects they could learn from. This team is part of the diversity and inclusion team where you know the work being done changes peoples lives. This role will provide great experience that can help develop skills that will help further your career.

Candidate Requirements

• Years of Experience Required: 7+ overall years of experience in the field.
• Degrees or certifications required: No degree is required to be eligible for this role.
• Disqualifiers: Candidates with short term previous work history will not be eligible for the role.
• Best vs. Average: The ideal resume would contain previous work history with in Microsoft, as well as prior experience managing multiple stake holder calendars, has managed
• Performance Indicators: Performance will be assessed based on their ability to efficiently manage calendars, quality of work and ability to take initiative.

Top 3 Hard Skills Required + Years of Experience

• Minimum 7 years experience with expert in Outlook; calendar management
• Minimum 7 years experience with Budget management experience
• Minimum 7 years experience with PO management experience

Hard Skills Assessments

• Expected Dates that Hard Skills Assessments will be scheduled: ASAP
• Hard Skills Assessment Process: The assessment process will include 3 rounds of 30 minutes each. 1st round, prescreening with sponsor, 2nd and 3rd round will be held with the 2 general managers the role will be supporting (2nd and 3rd round possibly scheduled as panel if calendars allow).
• Required Candidate Preparation: Candidates should have general preparedness prior to the assessment.

Summary

We are seeking an Administrative Assistant to perform a variety of administrative tasks. In this role, you will provide calendar support to two General Managers and project management support for a broader team. Your responsibilities will include managing calendars, coordinating meetings, handling travel arrangements, triaging mailbox inquiries and providing general project management support.

Job Responsibilities

• Provides highly strategic calendar management, 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 urgent escalations, while balancing the overall rhythm of business. 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. Manages complex ambiguity and remains calm in high-stress situations.
• 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
• Manages overall events, including goals, communication and allocating resources to ensure best outcome. Develops workback schedule, 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.
• 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.
• Owns expense management for two senior leaders. Educates team on Microsoft policy to ensure compliancy across team and escalates issues as needed. Manages, influences, and communicates processes, policies, and procedures, leveraging understanding of the parts of the business.
• Supports annual rhythm of business with leaders and business management, including fiscal-year calendar and leaders meeting schedule (e.g., HR cadence, fiscal cadence, SLT cadence, and/or company-wide). Prepares team for ROB cadence and helps to manage workloads across multiple ROBs. Participates in meetings and follows up on actions agreed.
• Works with leaders to coordinate travel arrangements (e.g., accommodations, transportation). 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

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 upper-level management.
• Previous Microsoft experience

Skills:

• Verbal and written communication skills, multi-tasking, customer service skills and interpersonal skills.
• Ability to work independently and manage one s time.
• Ability to keep information organized and confidential.
• Scheduling, budgeting, project management.
• Previous experience with computer applications, such as Microsoft Word, Excel and PowerPoint.