Business Administrator - CO+I

Job description

Overview We are seeking a highly motivated Business Administrator to provide support to our Leadership team, in the Integrated Planning & Execution Organization, within Cloud Operations + Innovation [CO+I]. We are looking for a highly capable, adaptable professional who thrives in a fast-paced, evolving environment and approaches challenges with confidence, discretion, and a calm sense of urgency. You bring solid judgment, executive presence, and the ability to operate independently while maintaining close alignment with leaders and key stakeholders. You are detail-oriented, organized, and reliable, with a proven ability to manage multiple priorities, meet deadlines, and follow through consistently. You communicate clearly and professionally in a global environment, handle confidential information with integrity, and proactively remove barriers to enable leadership and team success. A successful candidate demonstrates experience in driving and executing plans, prioritizing competing demands, and collaborating effectively across disciplines in a dynamic organization. Responsibilities Calendar Management and Meeting Logistics - Provides strategic calendar management and time planning support for manager(s) (e.g., Corporate Vice President [CVP]). - Aligns calendar based on knowledge of manager's preferences and operating styles (e.g., personal needs, allocation to business priorities). - Ensures preparation of meeting setting and participant attendance, involving team members in tactical logistic support as appropriate (e.g., booking rooms, troubleshooting audio-video [AV] and technical issues). - Gathers, prepares, and provides meeting materials (e.g., agendas, briefings, pre-reads). - Uses judgment and knowledge of business context to identify and provide delegates for meeting conflicts as needed, makes decisions around prioritization and keeps manager informed. - Collaborates with peers (e.g., Chiefs of Staff, Business Managers, Human Resources) to enable decision making processes. - Engages with leader and stakeholders/business partners (e.g., Communications Team, Chiefs of Staff, Business Managers, Human Resources [HR]) to cascade information as needed. - May attend meetings and/or ensure follow-up as needed. - Manages ambiguous situations. Cross-Functional Collaboration and Communication - Continues to build and leverage network across organizations to enable their team and leader's work. - Serves as a liaison between executives and teams. - Gathers information from partners across organizations (e.g., business managers, finance partners, peers) to prepare key stakeholders to distribute information to their teams. - Communicates with external partners/audiences and third parties. Represents their leader(s) and Microsoft. Discipline Growth and Development - Begins to provide leadership within the discipline and participates in the Business Support community. - Actively seeks to mentors less experienced Business Support colleagues. - Onboards and trains new Business Support staff. - Contributes to their organization's culture by participating across the team and division. - Engages in career development and trainings. - Identifies and aligns growth opportunities for self and team. - Develops and shares practices and insights. - May participate in interviews for Business Support roles. - Supports team building. Event Coordination and Logistics - Owns the coordination, logistics, and direction for events. Delegates as necessary. - Proactively drives actions needed to ensure event outcomes (e.g., developing workback schedule, checkpoints leading up to an event). - Acts as a point of contact for events (e.g., changes). - Resolves preparatory setbacks and escalates to Business Support staff as needed. - Collaborates and coordinates with stakeholders to set up events, as needed, and manages supplier and business relationships end to end. - Engages in post event close out (e.g., tracking event results/attendance, distributing post-meeting materials) in partnership with team members. - Identifies learnings and suggests practices for future events. - Supports development of workback schedule, promotion, and necessary checkpoints.. Project Ownership - Balances multiple projects end to end with varying deadlines, while maintaining executional and operational excellence within the business and across business groups as applicable. - Takes accountability for project outcomes and drives stakeholder accountability through consistent communication. - Identifies impacts and risks across the organization and communicates these to partners and key stakeholders. - Streamlines processes, provides process improvements, and adjusts as needed. - May delegate project tasks to Business Support team members and drives accountability of others. - Leads efforts to determine measurable success of projects at their conclusion. Resource Management (Hardware/Supply Management, Purchase/Expense Management Financial Management) - Participates in discretionary budget tracking (e.g., morale, hardware, supplies) and reporting (may include software licenses). - Partners with Finance to own expense management including documentation (e.g., purchase orders [POs], receipts, tax award spreadsheets, statements of work, reclassifications), expense tracking, and policy compliance. - Identifies and resolves expense and supply related issues (e.g., missing purchase orders, account imbalances) by communicating with leaders and Finance as applicable. - May serve as interim approver for finance approvals. - Contributes to and oversees planning, tracking, maintenance, and adjustment of equipment and inventory. - May perform vendor and supplier management, including ensuring they are set up for financial processing. - May contribute to complex budget management in partnership with peers (e.g., Finance, Controller, Business Managers, Chiefs of Staff) by reviewing, forecasting, and providing recommendations to ensure efficiency/quality. 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