If you thrive in a fast-paced and dynamic work environment and are passionate about your role as a business support professional – we’d like to learn more about you.

The Office Product Group is seeking an experienced Executive Business Administrator supporting our VP of Engineering Systems. A successful candidate comes with an ability to effectively manage a high and time sensitive workload with a calm, confident and positive attitude, ability to work independently, deal with ambiguity and have a passion for making managers and organizations great.

This position requires someone who has excellent communication skills, possesses the ability to set priorities, handle multiple time critical tasks simultaneously, and run the team in in a structured way.

Responsibilities

Responsibilities include (but are not limited to):

• Provide complex administrative support for the VP, including calendar management with attention to detail, accuracy, and timeliness
• Rhythm of Business (ROB) - Creates, builds, and manages annual rhythm of business (ROB) with the leader. Prepares team for ROB cadence and helps to manage workloads across multiple ROBs/orchestration across multiple ROBs.
• Effectively lead and support the business administrators within the team.
• Manage domestic and international travel scheduling end-to-end including the proactive anticipation of logistics and itineraries
• Process expense reports in a timely manner, as well as interim approve their Directs’ expense reports
• Manage end-to-end logistics for VP’s team meetings and offsites, which includes meeting logistics (booking space and catering). The responsibilities may extend into assisting with content and presenters.
• Work closely and collaboratively with the other business administrators within OPG and across Microsoft
• Develop a deep knowledge of the overall business group strategy, as well as company policy, and act as an information resource to the business group
• Anticipate and remove administrative roadblocks and make timely decisions across the business group
• Budget management, including creating Purchase Orders, and tracking spend in partnership with the LT.
• Maintain organizational charts, team aliases, other administrative projects as assigned
• Procurement of goods and services using internal tools (MyOrder and Employee Device Management tool)
• Balance multiple projects end to end with varying deadlines, while maintaining executional and operational excellence within the business and across business groups as applicable.
• Additional Team projects as needed
• Space Management and Planning

Qualifications

Required/Minimum Qualifications:

• 5+ 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.

Additional or Preferred Qualifications:

• Bachelor's Degree in relevant field (e.g., Business Administration, Human Resources [HR], Marketing, Communications, Psychology, Sociology)
  • OR equivalent experience.
• 2+ years experience serving as mentor to others.
• 3+ years experience reviewing and managing administrative budgets (e.g., for events, morale, travel, training).
• Proactive in anticipating manager’s needs and able to work independently to make administrative decisions and requests for information on behalf of the manager.
• Strong project management and office management skills including budget management, calendaring and understanding of the business to help the decision-making process.
• Adaptable and must work successfully in a team environment, building and maintaining effective working relationships with a diverse group of contributors internally and externally.
• Must maintain confidentiality of highly sensitive material and information with discretion and professionalism.
• Excellent organizational, analytical, anticipatory, and written communication skills.
• In depth knowledge and proficiency with Microsoft products including Outlook, PowerPoint, Visio, Word, Excel, Windows and the ability to learn new internal systems quickly and become comfortable with new technologies.