Executive Business Administrator

The Modern Work team, within Commercial Solution Areas, is seeking an Executive Business Administrator. This role is crucial in ensuring the seamless operation of the executive office and supporting the strategic initiatives of the Corporate Vice President. Areas of focus are: complex daily calendaring, frequent multi-country travel planning, event logistics and execution, and rhythm of the business support. The Modern Work Executive Assistant has an active role on the leadership team and will be expected to be the lead business administrator to the support staff within the organization. If you have a passion for the Executive Assistant discipline and want to work in an organization that encourages partnership and continued learning, this could be the role for you Responsibilities Calendar Management Provides strategic calendar management and time planning support for manager(s) (e.g., Corporate Vice President (CVP)). Aligns calendar based on knowledge of manager's 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 manager 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 mentors 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. Event Coordination and Logistics Owns the coordination, logistics, and direction for events. Delegates as necessary. 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). Resolves preparatory setbacks and escalates to senior Business Support staff as needed. Collaborates and coordinates with stakeholders to set up events, as needed, and manages supplier and business relationships end to end. Engages in post event close out (e.g., tracking event results/attendance, distributing post‑meeting materials) in partnership with team members. Identifies learnings and suggests best practices. #J-18808-Ljbffr