Senior Executive Administrator

Overview

Microsoft AI's Mission is to use AI responsibly to make everyone more informed, capable, and supported.

We are creating unique, beautiful and powerful products that will change lives. We are proud of what we build, how we build it and that our products will define the AI era. It's a time of huge change in the AI landscape, and this role will put you right in the heart of it.

We are seeking a highly motivated Senior Executive Administrator to provide support to the CEO of Microsoft AI. We're looking for someone with an abundance of positive energy, empathy, and kindness, in addition to thriving in a fast-paced environment. The successful candidate excels at multitasking and pays unwavering attention to detail. You are self-motivated and can adapt to ambiguity. If you can make informed decisions, remove roadblocks, collaborate across executive office staff to meet objectives, along with thrive in this environment, we invite you to join us.

Microsoft's mission is to empower every person and every organization on the planet to achieve more. As employees we come together with a growth mindset, innovate to empower others, and collaborate to realize our shared goals. Each day we build on our values of respect, integrity, and accountability to create a culture of inclusion where everyone can thrive at work and beyond.

Responsibilities

Calendar Management and Meeting Logistics

• Provides highly strategic calendar management (e.g., high profile, high risk, large-scale impact) based on deep knowledge of business and executive needs, while upholding the highest degree of integrity (e.g., highly sensitive, highly confidential topics) and maintaining confidentiality.
• Uses discretion to make independent decisions to prioritize customer/partner meetings and urgent escalations, while balancing the overall rhythm of business (ROB).
• Uses executive maturity and judgement to lead/own multiple decision making processes, in close partnership with stakeholders and peers.
• Engages with external C-Suite/Board of Directors (BOD) executives to represent Microsoft. Manages complex ambiguity and remains calm in high-stress situations.

Cross-Functional Collaboration and Communication

• Draws from and utilizes a vast internal/external network to support the executive leader's work and Microsoft's charter. Uses executive maturity, independent judgment, discretion, business insights, and perspectives to drive collaboration and communication. Communicates with executive external partners, customers and third parties. Represents the office and acts as an extension of manager/team's brand and Microsoft's core values through written and verbal communication.

Leadership

• Leads by example by demonstrating executive presence, encouraging others to raise their own standards of excellence, and setting a foundation for success.
• Navigates complex organizational challenges by influencing with high impact and exhibiting diplomacy, tact, and empathy.
• Proactively seeks feedback on performance, invests in training leadership opportunities, and maintains self-awareness.
• Leads the Admin and Executive Admin community across Microsoft AI. Ensure each team has the right admin/EA resourcing.

Resource Management (Hardware/Supply Management, Purchase/Expense Management Financial Management)

• Owns expense management for the executive office. Educates administrative team on Microsoft policy to ensure compliancy across team/division/organization and escalates issues as needed.
• Manages, influences, and communicates processes, policies, and procedures, leveraging understanding of the parts of the business and their inter-connection within Microsoft as a whole. Functions as interim approver for executive office.

Rhythm of Business (ROB)

• Creates, builds, and manages annual rhythm of business (ROB) with executive and Chiefs of Staff, including fiscal-year calendar and executive meeting schedule
• Informs ROB strategy; uses discretion to determine and drive execution plans as well as align ROB and resource needs.
• 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

• Partners with the appropriate teams when complex space issues are escalated to the executive office. Manages executive office space, including design and technology needs.

Travel Management

• Works with Executive Travel to coordinate travel arrangements for Executive Office. Creates detailed itineraries/agendas for daily activities by setting and managing travel expectations to maximize trip productivity.
• Manages and oversees all travel logistics and creates guidelines for visits to ensure leader is prepared (e.g., briefing leader, sharing information with countries).
• 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 changes, issues, and escalations that arise during business travel.
• Drives proactive communication across stakeholders ahead of travel and communicates with domestic and international stakeholders to ensure the supported leader maximizes business trip outcomes.
• Manages and ensures required documents (e.g., visas, passports, immunization records) obtained for international travel. Manages and ensures compliance with US Travel Tax Tool. Disseminates and enforces travel policies and expectations. May accompany leaders on business trips to provide onsite support. Ensures compliance with US Travel Tax Tool.

Other

• Embody our culture and values

Qualifications

Required Qualifications:

• 10+ 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
  • OR equivalent experience.

Preferred Qualifications:

• Bachelors Degree in relevant field (e.g., Business Administration, Human Resources [HR], Marketing, Communications, Psychology, Sociology)
  • OR equivalent experience.
• 6+ years experience serving as mentor or direct/indirect (e.g., team leader) supervisor to others.
• 10+ years experience reviewing and managing administrative budgets (e.g., for events, morale, travel, training).

Executive Assistant IC4 - The typical base pay range for this role across the U.S. is USD $94,600 - $183,800 per year. 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 $122,000 - $200,500 per year.

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 August 5, 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.