Executive Business Administrator

Job description

**Overview** The **Engineering & Architecture Group (EAG)** within **Industry Solutions Delivery (ISD)** and **Microsoft Frontier Company** is a global organization of architects, engineers, data scientists, security experts, designers, and technical leaders who help customers achieve business outcomes through secure, scalable, and intelligent solutions. EAG provides deep technical leadership across cloud, AI, data, security, engineering, and architecture disciplines, enabling customers and partners to solve complex challenges, accelerate innovation, and maximize the value of Microsoft technologies. Through a combination of technical expertise, cross-functional collaboration, and AI-first practices, EAG turns complexity into clarity and helps organizations build resilient, future-ready solutions. EAG is a high-impact engineering organization focused on driving operational excellence, strategic execution, and cross-functional alignment across critical engineering priorities. We partner closely with leaders, product teams, and business stakeholders to enable scale, clarity, and momentum across complex initiatives. This role provides executive administrative support to the EAG Vice President of Engineering and requires sound judgment, discretion, organization, and the ability to operate effectively in a fast-paced, dynamic environment. **Responsibilities** Calendar Manaement and Meeting Logistics - Provides strategic calendar management and time planning support for manager(s) (e.g., Corporate Vice President [CVP], Executive Vice President [EVP]). Manages and owns calendar, meeting preparation, and logistics based on knowledge of manager and business needs. - Uses executive maturity and judgment with full knowledge of business context to identify and coordinate delegates, execute decisions around prioritization and maintain constant communication with manager and central staff. - Leads and owns decision making processes in close partnership with peers and stakeholders (e.g., Chiefs of Staff, Business Managers, Human Resources) and external leaders/business support. - Exercises a sense of priority and awareness for high impact meetings, and urgent business needs, and ensures follow-up. - Proactively engages with leader and key stakeholders/business partners (e.g., Communications Team, Chiefs of Staff, Business Managers, Human Resources) to make decisions and cascade information as needed. - Manages ambiguity and remains calm in dynamic situations. Cross-Functional Collaboration and Communication - Strengthens their network (internally and externally) across organizations to enable their team and leader's work. - Proactively drives communication and liaises between executives, central teams, and other business partners to share information and proven practices that drive efficiency. - Uses executive maturity and independent judgment, discretion, business insights, and perspectives to direct and prepare staff to distribute information to their teams and/or supported leader. - Communicates with executive maturity to external partners/audiences and third parties. Represents and acts as extension of manager's/team's brand and Microsoft's core values. Discipline Growth and Development - Provides leadership and actively seeks out and participates in the Business Support community. - Mentors Business Support professionals. - Onboards and trains new Business Support staff. - Contributes to their organization's culture as a leader. - Engages in career development and trainings. Identifies, aligns, and promotes growth opportunities for self and team. Shares proven practices and insights. - Drives the recruiting process for Business Support roles. - Supports team building, networking opportunities, and works to uphold morale. Team Management Support (Headcount Management, Recruitment, Onboarding/ Offboarding) - Leads 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. Supports intern and university recruitment for the broader organization (e.g., planning, placement). - Creates committees to promote team experiences. Lands and delegates onboarding activities (e.g., ordering new-hireequipment, 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 high-level support for a seamless executive onboarding experience. - Lands and manages headcount management activities in collaboration with Business Manager(s) and/or Chief 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 - Manages, plans, and develops events. - Takes responsibility for event outcomes and demonstrates executive presence. - Leads a team of event planners if needed. - Partners with management to understand event aspirations and target goals. - Develops and leverages resources for reuse to drive efficiency. Contributes to development of workback schedule, promotion, and necessary checkpoints. Leadership - 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 dynamic situations. - Navigates with executive maturity and calmness in dynamic situations. - Uses executive maturity to escalate issues, proactively ensuring teams effectiveness and consistency. - Engages with the Business Support community, keeping a pulse to enable growth across the discipline. Project Ownership - Balances multiple complex projects and timelines end to end while maintaining executional and operational excellence within the division and across business groups. - Provides operations and project management support to Leadership. - Takes accountability for project outcomes and drives stakeholder accountability. - Identifies and provides insights regarding risks and challenges related to projects across the company, and communicates these to executives, partners, and key stakeholders. - Streamlines processes, leverages proven practices, provides process improvements, and adjusts as needed. - Delegates project tasks to Business Support team members and drives accountability of others. - Leads efforts to determine measurable success of projects at their conclusion. Resource Management (Hardware/Supply Management, Purchase/Expense Management Financial Management) - Owns expense management including documentation (e.g., purchase orders [POs], receipts, tax award spreadsheets, statements of work, reclassifications), expense tracking, and policy compliance. - Educates administrative team on Microsoft Policy to ensure compliancy across team/division/organization and escalates issues as needed. - Functions as interim approver for executive office. Oversees supply management and planning and promotes compliance with supply management policies and procedures within an organization. - Manages discretionary budget tracking (e.g., morale, hardware, supplies) and reporting. Identifies and resolves expense and supply related issues (e.g., missing purchase orders [POs], account imbalances) by communicating with leaders and Finance as applicable. - May perform vendor and supplier management, including ensuring they are set up for financial processing. - Partners with finance at a high level on all aspects of budgets, headcount and policies, including assisting with annual budget planning by consolidating team requests and prioritizing funding. Rhythm of Business (ROB) - Partners with executive leader(s) and Chiefs of Staff on building and managing annual rhythm of business (ROB), including fiscal year calendar and executive meeting schedule (e.g., Human Resources [HR] cadence, fiscal cadence, SLT cadence, company-wide and/or employee resource group cadence). - Strategically communicates ROB cadence and helps to manage workloads, as needed. Identifies and advises on patterns across ROBs. - Advises on proven practices for developing a distribution plan for confidential internal and external communications in collaboration with Business Managers and/or Chiefs of Staff. - Directs continual implementation and flexibility of the ROB in partnership with peers (e.g., Chiefs of Staff). - Ensures team members follow ROB and map their planning to established cadences. Space Management and Planning\* - Oversees space-management processes and team spaces (e.g., office locations/desk assignments, private conference rooms, seasonally transitional spaces, remote/location status), cascading space management vision to fellow team members. - Oversees and streamlines group moves. Addresses and resolves high-level space escalations/requests. - Leads large-scale space requests (e.g., annual office restacks, space build outs), liaising between admins and space planner and negotiating for appropriate space for their team. - Determines future space planning needs and drives space changes based on utilization data and upcoming organizational changes. Travel Management - Works with Executive Travel to coordinate travel arrangements (e.g., accommodations, transportation, security) for manager(s) and/or group. - Creates detailed itineraries/agendas for daily activities by setting and managing travel expectations to maximize trip productivity. - Manages all travel logistics and maximizes trip itineraries. - Acts as a stand-by 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 travel changes as they arise. - Drives proactive communication across stakeholders ahead of travel and may communicate with domestic and international stakeholders to ensure the supported leader maximizes business trip outcomes. - Ensures required documents (e.g., visas, passports, immunization records) are obtained for international travel. - Disseminates and enforces travel policies and expectations. - May accompany leaders on business trips (e.g., Inspire, Ready) to provide onsite support. Manages and ensures compliance with US Travel Tax Tool. Other - Embody our culture and values \*This responsibility is dependent on location. **Qualifications** Required Qualifications - 7+ years Administrative, Business Support, or customer service experience in an environment with an emphasis on scheduling meetings/events, travel management, and administration work for executive/upper-level management. Preferred Qualifications - Bachelor's Degree in relevant field (e.g., Business Administration, Human Resources [HR], Marketing, Communications, Psychology, Sociology) - OR equivalent experience. - 4+ years experience serving as mentor or direct/indirect (e.g., team leader) supervisor to others. - 5+ years experience reviewing and managing administrative budgets (e.g., for events, morale, travel, training). - Proven experience providing administrative or executive support to leaders, preferably in engineering, technology, or a large enterprise environment - Proven calendar management skills, including complex scheduling across multiple teams, priorities, and time zones - Experience coordinating domestic and/or international travel, including flights, lodging, transportation, itineraries, and logistics - Ability to prepare high-quality meeting materials, agendas, summaries, reports, and follow-up action items - Proven rganizational skills with the ability to manage multiple priorities, deadlines, and shifting requests - Proven written and verbal communication skills, with attention to detail - Sound judgment, discretion, and professionalism when handling confidential information - Ability to work independently, anticipate needs, and proactively resolve issues - Familiarity with expense reporting, invoice processing, receipt tracking, and policy compliance - Proficiency with Microsoft 365 tools, including Outlook, Teams, Word, Excel, PowerPoint, and OneDrive/Sharepoint - Experience supporting a Vice President, General Manager, or equivalent executive - Experience working with Chiefs of Staff, leadership teams, or cross-functional business partners - Comfort operating in highly matrixed organizations with multiple stakeholders - Ability to improve administrative workflows, implement repeatable processes, and identify opportunities for automation - Experience supporting large meetings, leadership offsites, all-hands events, or team-wide communications **Key Success Measures** - Accurate, conflict-free scheduling and calendar management - Timely and policy-compliant travel and expense coordination - High-quality executive materials prepared with minimal revisions - Proven responsiveness, follow-through, and stakeholder satisfaction - Demonstrated ability to save executive time through proactive administrative support Business Support ATR-E - The typical base pay range for this role across the U.S. is USD $33.89 - $67.16 per hour. There is a different range applicable to specific work locations, within the San Francisco Bay area and New York City metropolitan area, and the base pay range for this role in those locations is USD $45.67 - $73.65 per hour. Certain roles may be eligible for benefits and other compensation. Find additional benefits and pay information here: This position will be open for a minimum of 5 days, with applications accepted on an ongoing basis until the position is filled. --- Microsoft is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, citizenship, color, family or medical care leave, gender identity or expression, genetic information, immigration status, marital status, medical condition, national origin, physical or mental disability, political affiliation, protected veteran or military status, race, ethnicity, religion, sex (including pregnancy), sexual orientation, or any other characteristic protected by applicable local laws, regulations and ordinances. If you need assistance with religious accommodations and/or a reasonable accommodation due to a disability during the application process, read more about [**requesting accommodations.**](https://careers.microsoft.com/v2/global/en/accessibility.html)