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Executive Administrative Assistant / Remote, 12+ Months Contract
Executive Administrative Assistant 5
Job Location: 100% Remote – there might be off-sites once a quarter or less they may be required to attend.
Purpose of the Team: The purpose of this team is Microsoft advertising. They are in the middle of a big transformation in terms of presenting themselves as a must-buy for advertisers and product portfolios.
Key projects: This role will contribute to supporting the chief marketing officer / GM of Microsoft advertising. Needs a very experienced executive admin to support with a complex calendar and events to engage with.
Typical task breakdown and operating rhythm: The role will consist of heavy calendar management/travel arrangements, light meetings (weekly LT meetings and meetings with Business Manager and GM and occasionally other admins). Helping with morale budget a little (if they need to spend something on morale for the team they will help organize).
What makes this role interesting? Exposure to seeing what all Microsoft advertising is doing – they are in the middle of a big transformation in terms of presenting themselves as a must-buy for advertisers and product portfolio changes – being in the middle of this is great.
Is this role more aligned with duties associated with that of a Business Manager at MSFT? No
Will this person be managing any individual calendars? If so, how many? Will this require complex calendaring? 1 GM
How large is the team this person will be supporting? About 55 marketers on the team
What level of Excel skills does this role require? Pivot tables? V-lookup? Standard excel skills
Will this role require any advanced event planning/coordination experience? No
Approximately how many events will this person plan/coordinate? What types of events will this person be planning (i.e. morale events, large meetings, etc.) Small morale events (mostly virtual) with occasional off-sites.
Top 3 Hard Skills Required + Years of Experience:
- Complex calendaring (10+ YOE)
- Familiarity with Microsoft systems (10+ YOE)
- Experience as an Executive Admin Assistant under a GM or higher (10+ YOE)
The Microsoft Advertising (MSA) Marketing team is looking for an experienced and highly motivated Executive Business Administrator (EA) to support one General Manager and team. This position requires excellence in administrative functions - the ideal candidate for this role can effectively manage a demanding workload under time constraints with a calm, confident, and positive attitude, has the ability to work independently, and can deal with ambiguity. Excellent communications skills, the ability to prioritize effectively, and handle multiple time-critical tasks simultaneously are a must. Being detail-oriented and having consistent and timely follow-through will be essential to success in this role. This role requires complex calendaring skills, operational excellence, and an effective use of data and business systems. If you are eager to strengthen your capabilities in a dynamic, fast-paced environment and are excited about the opportunity to influence the marketing discipline as an executive administrator, this job is for you!
Responsibilities:
- Provide highly complex calendar support for the GM of MSA Global Marketing with attention to detail, accuracy, and timeliness.
- Coordinate meeting responsibilities (could include logistics, action items, note-taking, assist in preparing content, etc.)
- Manage domestic and international travel scheduling end-to-end including the proactive anticipation of logistics and itineraries
- Manage end-to-end logistics for GM's team meetings and offsites, which could include agenda management, meeting logistics (booking space and catering), and material preparation
- Manage and reconcile expense reports for the GM and Interim approver for Leadership Team
- Understanding the teams' budget and work with Business Manager to keep Team on budget
- Manage special projects, as agreed with manager(s)
- Maintain org charts / email distribution lists / aliases
- Act as the point of contact to meet facility needs for the team
- Maintain administrative processes that reduce redundancy and improve accuracy, while achieving organizational objectives
- Maintain an advanced degree of confidentiality along with excellent judgement, discretion, and a high degree of maturity/professionalism
- Apply judgment with a full understanding of urgency and priorities of your leaders, routinely needing to multi-task with little to no direction
- Management of the team's Headcount Tracking and NTE movement including opening requisitions and onboarding New Hires
- Knowledge of Microsoft internal policies and business practices
- Provide general team support (team is mostly based across the U.S., with other locations in EMEA, AU, APAC)
- Work closely and collaboratively with the other business administrators within MSA and across Microsoft
Basic Qualifications:
- 10+ years of experience working with Executive level managers in an administrative role
- Strong planning, organizational, time management, and problem-solving skills
- Maintain the confidentiality of highly sensitive material with tact and professionalism
- Highly effective communication ability, both written and verbal
- Ability to react with appropriate urgency to situations and requests
- Ability to build effective cross-group working relationships and work collaboratively with people at all levels of the organization
- Proficiency with Microsoft productivity software including Outlook, all Office suite programs, SharePoint, One Note, Teams, as well as Employee Central, MS Space, My Order, etc.
- Excellent skills in all aspects of planning, collaboration, analytical capabilities, and high level of attention to detail and proactive awareness
- Ability to operate in a very fast paced and dynamic environment
