Executive Assistant Job

Level

Mid Level

Department

Microsoft operations

Overview

Experienced Executive Assistant will provide high-level administrative support to three managers in a dynamic and fast-paced environment. The ideal candidate will have a proven track record of managing complex calendars, coordinating meetings and events, handling travel arrangements, and providing general administrative support. This role requires strong organizational skills, attention to detail, and the ability to prioritize and juggle multiple tasks.

Responsibilities

  • Calendar Management: Proactively manage the complex calendars of three managers across multiple time zones, ensuring accuracy, timeliness, conflict resolution, and alignment with priorities and commitments.

  • Project and Scheduling Coordination: Partner with multiple executive offices on various projects and scheduling requests.

  • Event Planning: Execute and plan team meetings, offsites, team morale events, and broader division-wide activities.

  • Space Planning: Coordinate and manage space planning for the organization.

  • Onboarding and Recruitment Support: Manage onboarding processes, provide recruiting support, and oversee hardware management.

  • Administrative Training: Provide administrative training to new joiners.

  • Systems and Tools Management: Oversee management of systems, tools, and distribution/security group ownership.

  • Organizational Maintenance: Maintain org charts and e-mail distribution lists to ensure they are up-to-date and aligned with appropriate roll-up aliases.

  • Business Support: Work closely with the business manager and the team on activities supporting the business strategy and headcount management.

  • Travel Coordination: Coordinate domestic and international travel end-to-end for the leadership team, including agenda building, logistics, and itineraries.

  • Project Management: Prioritize and juggle multiple projects, problem-solving independently, exercising good judgment, and following through on issues in a timely manner.

  • Communication and Organization: Utilize excellent organizational, analytical, and written communication skills, with great attention to detail and high accountability.

  • Confidentiality and Discretion: Maintain confidentiality of information and use discretion and judgment in discussing company information.

  • Compliance: Ensure compliance with administrative operations policies and procedures.

  • Expense Management: Ensure timely, compliant, and accurate reconciliation of expenses.

  • Collaborative Experience: Partner with business and administrative teams across the MEA organization to ensure consistent experiences.

  • Process Improvement: Analyze processes for inefficiencies or barriers to excellence and recommend improvements.

  • Local Business Process Management: Analyze and define local business process and tool requirements, collaborating with other teams to ensure local needs are understood and met.

  • Operations Compliance: Ensure 100% awareness and compliance with administrative operations policies and procedures, driving operations compliance with company policy and processes in collaboration with the Compliance team and Finance.

Requirements

  • Experience: Minimum of 5+ years of demonstrated Executive Business Administration work experience.

  • Professional Discretion and Emotional Intelligence: Ability to maintain high-level confidentiality, set priorities, and handle multiple tasks simultaneously.

  • Corporate Environment Understanding: Strong understanding of corporate environment and organization.

  • Creativity and Problem-Solving: Ability to think outside the box and maintain a problem-solving attitude.

  • Customer Service Attitude: Consistently demonstrate a can-do and customer service-oriented attitude.

  • Relationship Building: Ability to build effective cross-group working relationships and work collaboratively with people at all levels of the organization.

  • Time Management: Strong time-management skills.

  • Organizational and Interpersonal Skills: Excellent organizational and interpersonal skills.

  • Communication Skills: Outstanding written and verbal communication skills.

  • Dealing with Ambiguity: Ability to handle ambiguity in a timely manner.

  • Attention to Detail: Strong attention to detail and ability to execute efficiently and effectively.

  • Independence and Proactivity: Ability to work independently while being proactive.

  • Adaptability: Open to changing direction in response to fluctuating directions and work environment.

  • Regional Team Support: Ability to work and support a regional team with many remote employees.

  • Collaboration and Responsiveness: Ability to effectively collaborate and respond in a timely manner to requests from multiple teams.

  • Pressure Handling: Ability to work effectively under pressure within short time constraints and in relatively ambiguous and complex situations.

  • Microsoft Office Proficiency: Proficiency in Microsoft Office: Excel, Word, PowerPoint, Outlook, Calendar, OneNote, One Drive, Microsoft Teams, Visio, Forms.

  • Internal Applications Proficiency: Capability to reach and/or existing proficiency with internal applications such as MSS, iCIMS, HeadTrax, MS Space, MS Travel, etc.

  • Compliance Understanding: Capability to understand compliance policies and processes, understand repercussions of non-compliance, and take immediate corrective action.