Executive Business Adminstrator, Microsoft Industry
vor 2 Wochen
Microsoft is hiring an
**Executive Business Administrator** for our Microsoft Industry and Partner Sales organisation. This position is based in
**Munich, Germany.** This role will need a self-directed proactive attitude, accommodate different work styles, demonstrate sound and consistent judgment, make timely decisions in relatively complex situations, and prioritize multiple projects.
**Responsibilities**:
**Calendar and ROB Management**
- Provide strategic calendar management and time planning support to ensure executive stays focused on top business priorities. Align calendars based on knowledge of manager's preferences and operating styles. Skillfully address meeting conflicts through delegation and prioritization, while keeping the manager informed.
- Understand and help to implement rhythm of business (ROB) in line with recognized patterns, and proactively take action on business cadence. Create and adjust plans within areas of responsibility in partnership with Business Manager and/or Chiefs of Staff.
**Travel and Expense Management**
- Proactively schedule and coordinate end to end domestic and international travel for executive and respective leadership team, as needed, while collaborating on logistics.
- Understand local compliance requirements.
- Create detailed itineraries/agendas, setting and managing travel expectations to maximize trip productivity.
- Act as a stand-by resource to address issues/escalations during business travel and facilitates communication across stakeholders ahead of travel.
- Ensure required documents (e.g., immunization records, visas) are obtained for international travel.
- Educate less experienced colleagues, leveraging full knowledge of Microsoft travel policies.
- Manage expense report submission for executive in a timely manner.
**Team Support**
- Coordinate with team and Global Talent Acquisition (GTA) for effective internal and external recruitment. Assist hiring managers in requisition setup using internal tools.
- Support intern and university recruitment initiatives, partnering with assigned intern champion for org (usually COS or BM)
- Oversee onboarding processes, serving as an additional point of contact for new employees and interns, facilitating connections between new hires and relevant stakeholders.
- Collaborate with Business Manager(s) and/or Chiefs of Staff to manage headcount activities, including discipline, reports-to manager and cost center updates.
- Assist with inputting Headcount requests, assisting with onboarding of new hires/transfers.
- Own and maintain team distribution lists and update broader team invites with current DL’s.
- Participate in discretionary budget tracking, reporting and policy compliance.
**Event Coordination and Logistics**
- Welcome and assist customers and partners at the local Microsoft office
- Own the coordination and logistics for division-wide morale activities, delegating as necessary.
- Proactively drive actions needed to ensure event outcomes (e.g., developing workback schedule, checkpoints leading up to an event) and act as a point of contact to stakeholders.
- Identify learnings and suggest best practices for future events.
- Work closely with the team Chief of Staff, business manager community and direct reports to deliver Rhythm of the Business processes, including quarterly business reviews, leadership meetings, marketing staff meetings, All-Hands meetings, etc.
**Space Management and Planning**
- Maintain and manage up-to-date space-management processes for team spaces (e.g., studio locations/desk assignments, private conference rooms, seasonally transitional spaces, etc.)
- Liaison between admin team and org space planner, providing detailed space utilization data to recommend space assignment changes and anticipate future space requirements.
- Managing large-scale space requests and all logistics for studio moves, collaborating with admin team and functional team leads on space layouts and requirements for infrastructure and equipment.
**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.
- Navigates with executive maturity and calmness in challenging 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 Senior Leadership.
- Takes accountability for project outcomes and drives stakeholder accountability. Identifies and provides insights regarding risks and challenges related to projects across the compa
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