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Job Details
Posted date: Sep 13, 2024
Category: Administration
Location: Redmond, WA
Employment type: Full-Time
Travel amount: 25.0%
Work location type: Up to 50% work from home
Role: Individual Contributor
Description
Are you looking for a dynamic role in a fun, fast-paced and highly energetic team? Do you thrive on complex planning and have an eye for details? A fantastic opportunity awaits a highly organized, driven and collaborative professional.The Worldwide Incentive Compensation Team seeks an experienced Executive Admin to support the organization’s VP.
The Worldwide Incentive Compensation (WWIC) team mission is to Enable Strategy, Motivate Sellers, and Reward Results. In pursuit of this mission the team designs and implements variable incentive-based compensation plans for sellers, sales leaders, and consultants across Microsoft.
Candidates will have the ability to navigate ambiguity, anticipate and remove administrative roadblocks, make timely decisions across the organization, and adapt to constantly changing environments, while identifying areas to help support the business. Candidates will have proficient in-person collaboration, planning, organizational, time management, and problem-solving skills. You should be able to multi-task, demonstrate trusted attention to detail, meet deadlines, and be comfortable working independently. The ability to work under pressure in a fast-paced environment and be able to move forward without having every detail locked down is essential to success.
Calendar Management
Provides strategic calendar management and time planning support for WWIC VP. Aligns calendar based on knowledge of VP’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 leader and Microsoft.
Discipline Growth and Development
Begins to provide leadership within the discipline and participates in the Business Support community. 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. 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 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 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 for future events. Supports 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 challenging situations.
Project Ownership
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. Identifies impacts and risks across the organization and communicates these to partners and key stakeholders. Streamlines processes, provides process improvements, and adjusts as needed.
Rhythm of Business (ROB)
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 Business Manager and/or Chiefs of Staff. Executes meeting cadence around the ROB of the leader. Uses discretion to determine a distribution plan for confidential internal and external communications and brings awareness to patterns. Ensures team alignment with ROB. Includes E&O and MCAPS FY planning. Supports continual implementation and flexibility of the ROB by partnering with peers (e.g., Chiefs of Staff) and gathering feedback.
Space Management and Planning
Maintains and manages up-to-date space-management processes and team spaces (e.g., office locations/desk assignments, private conference rooms, seasonally transitional spaces, 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. Collaborates with others to design and plan room layouts, including furniture, technology, and equipment needs/assembly. Maintains detailed space utilization data to recommend changes in space assignments and identify future space requirements. Escalates and shares with team members. Resolves escalations and postmortem issues.
Travel Management
Manages travel arrangements (e.g., accommodations, transportation, security, group codes) for VP. 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.
Qualifications
Required/Minimum Qualifications5+ 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.
Additional or Preferred Qualifications
Bachelor's Degree in relevant field (e.g., Business Administration, Human Resources [HR], Marketing, Communications, Psychology, Sociology) OR equivalent experience. 2+ years experience serving as mentor or direct/indirect (e.g., team leader) supervisor to others. 3+ years experience reviewing and managing administrative budgets (e.g., for events, morale, travel, training).
Business Support ATR-D - The typical base pay range for this role across the U.S. is USD $28.46 - $48.80 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 $39.76 - $55.67 per hour.
Certain roles may be eligible for benefits and other compensation. Find additional benefits and pay information here: https://careers.microsoft.com/us/en/us-corporate-pay
Microsoft will accept applications for the role until September 27, 2024.
Microsoft is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, color, family or medical care leave, gender identity or expression, genetic information, marital status, medical condition, national origin, physical or mental disability, political affiliation, protected veteran status, race, religion, sex (including pregnancy), sexual orientation, or any other characteristic protected by applicable laws, regulations and ordinances. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements. If you need assistance and/or a reasonable accommodation due to a disability during the application or the recruiting process, please send a request via the Accommodation request form.
Benefits/perks listed below may vary depending on the nature of your employment with Microsoft and the country where you work.
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