Executive Assistant | Mountain View, California, United States

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In this role, you will report to the Corporate Vice President (CVP) and provide administrative support to the CVP and aligned growing team. As an Executive Business Administrator, you will be helping with all levels of support including team communications, strategic calendar management, and complex end-to-end headcount/budget management. You will identify support gaps and develop/implement solutions to help contribute to the leader\u2019s and team\u2019s overall success. In addition, you will need to collaborate closely with business partners and team leaders to support the rhythm of business (ROB), space planning, and headcount/budget planning and maintenance. To best support the team and leader, at least 50% of the time is required to work from the office in Sunnyvale, CA. You will be a vital member of the team, partnering with members and leaders while demonstrating Microsoft culture and values. This new group, Microsoft GenAI, works on creating novel state-of-the-art AI models, related infrastructure, and customization tooling. It collaborates deeply with OpenAI and many Microsoft teams across the company, such as Azure AI Platform, Microsoft Research, and numerous product groups. Microsoft\u2019s 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. In alignment with our Microsoft values, we are committed to cultivating an inclusive work environment for all employees to positively impact our culture every day. Responsibilities Calendar Management:\u00a0 Provides\u00a0strategic calendar management and time planning support for the leader and additional team calendars when needed. Manages calendar, meeting preparation, and\u00a0logistics\u00a0based on knowledge of manager and business needs. Cross-Functional Collaboration and Communication: \u00a0Strengthens their network (internally and externally) across organizations to enable their team and leader's work. Uses executive maturity and independent insight, judgment, discretion, business insights, and perspectives to direct and prepare staff to distribute information to their teams and/or supported leader.\u00a0 Team Management Support (Headcount Management, Recruitment, Onboarding/ Offboarding):\u00a0 \u00a0Collaborates with Global Talent Acquisition (GTA) to\u00a0facilitate\u00a0internal and external recruitment efforts and partners with hiring managers to ensure an effective 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-hire equipment, setting up workstations, distribution lists, and security groups) and\u00a0provides\u00a0support to new employees, vendors, and interns as an essential contact for questions and company information. Provides\u00a0high-level support for a seamless executive onboarding experience.\u00a0 Event Coordination and Logistics:  Manages, plans, and develops events. Takes responsibility for event outcomes and\u00a0demonstrates\u00a0executive 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 the development of workback schedules, promotions, and necessary checkpoints.\u00a0 Resource Management (Hardware/Supply Management, Purchase/Expense Management Financial Management): \u00a0Owns expense management, including documentation (e.g., purchase orders [POs], receipts, tax award spreadsheets, statements of work, reclassifications), expense tracking, and policy compliance. Educates the administrative team on Microsoft policy to ensure compliance across the team/division/organization and escalates issues as needed. Functions as interim approver for the executive office when needed. Rhythm of Business (ROB): \u00a0Partners with senior 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.\u00a0 Space Management and Planning:\u00a0 Leads\u00a0space-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. Addresses and resolves high-level space requests. Leads large-scale space requests (e.g., annual office restacks, space build-outs), liaising between admins and space planner and negotiating for\u00a0appropriate space\u00a0for their team.\u00a0 Determines\u00a0future space planning needs and drives space changes based on\u00a0utilization\u00a0data and upcoming organizational changes.\u00a0 Travel Management:\u00a0 Works with appropriate contact/tool 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\u00a0logistics\u00a0and maximizes trip\u00a0itineraries\u00a0 Discipline Growth and Development:\u00a0 Provides\u00a0leadership and actively seeks out and\u00a0participates\u00a0in the Business Support community. Mentors Business Support professionals.\u00a0Shares best practices and insights.\u00a0\u00a0 Embody Microsoft culture and values. 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 administrative work for executive/upper-level management. Preferred Qualifications: Experience in successfully partnering with other executive assistants. Proficiency with Microsoft core Office products or related software, including, but not limited to, Word, Excel, Outlook, PowerPoint, OneNote, and OneDrive. Business Support ATR-E - The typical base pay range for this role across the U.S. is USD $32.16 - $64.90 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 $43.08 - $71.25 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 \u2022\tSingle reqs: Microsoft will accept applications for the role until Month Day, Year. Certain roles may be eligible for benefits and other compensation. 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