Executive Business Administrator

Job description

Overview The Engineering & Architecture Group (EAG) within Industry Solutions Delivery (ISD) and Microsoft Frontier Company is a global organization of architects, engineers, data scientists, security experts, designers, and technical leaders who help customers achieve business outcomes through secure, scalable, and intelligent solutions. EAG provides deep technical leadership across cloud, AI, data, security, engineering, and architecture disciplines, enabling customers and partners to solve complex challenges, accelerate innovation, and maximize the value of Microsoft technologies. Through a combination of technical expertise, cross-functional collaboration, and AI-first practices, EAG turns complexity into clarity and helps organizations build resilient, future-ready solutions. EAG is a high-impact engineering organization focused on driving operational excellence, strategic execution, and cross-functional alignment across critical engineering priorities. We partner closely with leaders, product teams, and business stakeholders to enable scale, clarity, and momentum across complex initiatives. This role provides executive administrative support to the EAG Vice President of Engineering and requires sound judgment, discretion, organization, and the ability to operate effectively in a fast-paced, dynamic environment. Responsibilities Calendar Manaement and Meeting Logistics - Provides strategic calendar management and time planning support for manager(s) (e.g., Corporate Vice President [CVP], Executive Vice President [EVP]). Manages and owns calendar, meeting preparation, and logistics based on knowledge of manager and business needs. - Uses executive maturity and judgment with full knowledge of business context to identify and coordinate delegates, execute decisions around prioritization and maintain constant communication with manager and central staff. - Leads and owns decision making processes in close partnership with peers and stakeholders (e.g., Chiefs of Staff, Business Managers, Human Resources) and external leaders/business support. - Exercises a sense of priority and awareness for high impact meetings, and urgent business needs, and ensures follow-up. - Proactively engages with leader and key stakeholders/business partners (e.g., Communications Team, Chiefs of Staff, Business Managers, Human Resources) to make decisions and cascade information as needed. - Manages ambiguity and remains calm in dynamic situations. Cross-Functional Collaboration and Communication - Strengthens their network (internally and externally) across organizations to enable their team and leader's work. - Proactively drives communication and liaises between executives, central teams, and other business partners to share information and proven practices that drive efficiency. - Uses executive maturity and independent judgment, discretion, business insights, and perspectives to direct and prepare staff to distribute information to their teams and/or supported leader. - Communicates with executive maturity to external partners/audiences and third parties. Represents and acts as extension of manager's/team's brand and Microsoft's core values. Discipline Growth and Development - Provides leadership and actively seeks out and participates in the Business Support community. - Mentors Business Support professionals. - Onboards and trains new Business Support staff. - Contributes to their organization's culture as a leader. - Engages in career development and trainings. Identifies, aligns, and promotes growth opportunities for self and team. Shares proven practices and insights. - Drives the recruiting process for Business Support roles. - Supports team building, networking opportunities, and works to uphold morale. Team Management Support (Headcount Management, Recruitment, Onboarding/ Offboarding) - Leads 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. 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-hireequipment, 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 high-level support for a seamless executive onboarding experience. - Lands and manages headcount management activities in collaboration with Business Manager(s) and/or Chief of Staff 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 - Manages, plans, and develops events. - Takes responsibility for event outcomes and demonstrates executive 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 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 dynamic situations. - Navigates with executive maturity and calmness in dynamic 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 a