The Microsoft Dynamics 365 Finance, Project Operations and Human Resource (PPMG) product group is seeking an experienced and highly motivated Executive Assistant and Business Administrator to support the director of engineering and provide excellent team support for multiple teams within the group.
The ideal candidate for this role will need to be able to navigate and change directions quickly within a fast-paced environment, stellar interpersonal skills, initiative, demonstrate good judgment, the ability to maintain confidentiality, set priorities and handle multiple tasks simultaneously.
You will operate in a variety of capacities in this role with a seasoned team to demonstrate excellence in administrative functions.
You will be responsible for executive-level interfaces, and interact with all levels within Microsoft and externally. Being detail oriented and having consistent and timely follow through will be essential to success.
The ideal candidate must be able to maintain a calm and focused demeanor, accommodate different work styles with ease, demonstrate sound and consistent judgment in sometimes ambiguous situations, and make timely decisions in relatively complex situations.
Duties include but are not limited to :
End to end teams support for PPMG
Purchasing equipment, services, and supplies, creating purchase orders and processing invoices
Industry, Intern and University New Hire Onboarding
Acting as interim approver on team expense reports, ensuring coding accuracy
Cross collaborating, planning, and support including All Hands, morale events, and other group meetings as needed
Office set up and clean out for incoming and outgoing employees, interns, etc
Maintains organizational or executive information with confidentiality and integrity. Uses discretion to make decisions within his or her area of responsibility
Provides complex calendar management and time planning support to his or her manager(s) and / or team
Provide domestic and international travel logistics management and trip preparation, including briefing documents
Enforces the accuracy of complex data within Microsoft systems and tools to meet compliance standards Uses advanced features of Microsoft products and tools to customize data.
Creates and analyzes complex data to support the business group
Manages expense reports, reviews and highlights near-overages to manager and / or team. Provides recommendations to ensure efficiency, quality control, forecasting, and partnering
Advises management on key areas of planning
Organize events, team all hands meetings, meeting room bookings, and catering
5+ years of demonstrated work experience supporting senior leaders in a fast-paced environment
Effective written and verbal communications skills
Demonstrate the ability to work independently without significant oversight or instruction
Maintain the confidentiality of highly sensitive material with tact and professionalism
Desire to take on big challenges and the ability to see the big picture as well as the details
Ability to react with appropriate urgency to situations and requests.
Strong attention to detail with problem-solving and troubleshooting skills
Strong cross-team collaboration and organizational skills
Consistently demonstrate a can-do and customer service attitude
Collaborate on planning and support of all-up events including All Hands, morale events and other events as needed
Ability to lift and move standard office equipment minimum of 25 lbs. computers and peripherals)
Ability to build effective cross-group working relationships and work collaboratively with people at all levels of the organization
Proficiency with Microsoft productivity software including, Word, Outlook, and Excel, Teams as well as knowledge in internal applications including, Employee Central / Success Factors, HeadTrax, DaVinci, MSExpense2, MyOrder, MS Travel and iCIMS
Previous administrative leadership experience preferred
Prior experience working in the high-tech industry preferred
Experience working with international stakeholders preferred
Exceptional organizational and prioritization skills
Thorough attention to detail
Strong time management skills
Proven ability to multi-task
Proven track record of delivering to meet key deadlines
Growth mindset with eagerness to learn and develop in the role
Self-motivated but able to work well in a team environment