Senior Business Administrator

The Viva Engage team is looking for an experienced and highly motivated Senior Business Administrator to support the Software Engineering team.  Acquired by Microsoft in 2012, Viva Engage combines the benefits of a startup - rapid innovation, cutting-edge technology, outsized individual impact - with the advantages of working for one of the most successful software companies in the world. We believe in mission-driven work and in this post-Covid world, our platform has become more indispensable than ever as it fosters connection and a sense of belonging among remote teams.  #VivaEngage 

The candidate is someone who has excellent communication, organizational skills, time management, great attention to detail, and strength in navigating and juggling multiple priorities and can embrace challenges with high energy and positive attitude. The successful candidate will be able to build and maintain effective working relationships across multiple levels within Microsoft, care about how we work and what we deliver to customers, is proactive, is able to prioritize their own work, make decisions with limited information, and create an inclusive culture and work environment for the team. 

Microsoft’s 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.   

Calendar Management 

• Provides calendar management and time planning support to busy VP of Engineering. Can quickly learn and align calendar based on knowledge of manager's priorities and operating styles, is proactive, agile, and flexible with calendaring, ensures preparation of meeting setting (e.g., booking rooms, assisting with troubleshooting audio-video [AV] and technical issues), and can manage ambiguous situations with high degree of accuracy and attention to detail. 

Rhythm of Business (ROB) 

• Gains deeper understanding of rhythm of business (ROB), key stakeholders, and interdependencies within the business and recognizes patterns.
• Helps to execute on business cadence (scheduling/meeting logistics) around the ROB of the team and identifies patterns.
• Proactively engages on ROB improvements as needed. 

Cross-Functional Collaboration and Communication 

• Has the ability to build and maintain strong relationships with stakeholders across multiple organizations (e.g., business-support professionals, partners, Human Resources [HR], Finance, event planners, peers) to enable their leader and team's work.
• Is a team player and has a strong customer service approach.
• Can effectively communicate with external partners and audiences. 

Team Management Support (Headcount Management, Recruitment, Onboarding/ Offboarding)  

• Works closely with the lead EA and CoS to manage and maintain headcount activities, including staff movement/transfers, reporting, offboarding, and transactions within relevant headcount management tools.
• Contributes to team experience activities.
• Collaborates with Global Talent Acquisition (GTA) to support internal and external recruitment efforts, and partners with hiring managers to ensure a smooth process, under guidance of senior colleagues as needed.
• Participates in onboarding and assists new employees, vendors, and interns as an essential contact for questions.
• Coordinates logistics and provides onboarding support for new employees, vendors, and interns, under the direction of senior team members (e.g., ordering new-hire equipment, setting up workstations)  

Travel Management 

• Provides travel arrangements using Microsoft tools (e.g., accommodations, transportation, security, group codes) for manager and/or group.
• May create itineraries for daily activities and learns to maximize trip itineraries.
• Ensures required documents are obtained for international travel.
• Follows travel policies and leverages guidance from senior Business Support colleagues as necessary.  

Event Coordination and Logistics 

• Supports planning, coordination, promotion, and support for event and conferences.
• Assists with determining event needs and outcomes.
• May assist with and/or own creating event itinerary.
• Acts as a point of contact for events.
• Addresses any preparatory setbacks and escalates to senior Business Support staff as needed.
• Contributes to team morale and building team dynamics. 

Project Ownership 

• Executes various projects and tasks and completes project deliverables with little or no supervision.
• Owns their components of project outcomes end to end with proper accountability.
• Identifies risks and challenges within core area of responsibility and communicates these to relevant stakeholders.
• Streamlines processes, provides process improvement suggestions, and adjusts as needed. 

Resource Management (Hardware/Supply Management, Purchase/Expense Management Financial Management) 

• Contributes to and oversees planning, tracking, maintenance, and adjustment of equipment and inventory based on stock requirements and business needs.
• Processes expense reports with full compliance of Microsoft policy.
• Participates in discretionary budget tracking (e.g., morale, hardware, supplies) and reporting.
• Performs vendor and supplier management (e.g., ensuring set up for financial processing, opening purchase orders [POs]).
• May contribute to budget management in partnership with Chief of staff.  

Space Management and Planning 

• Maintains up-to-date space-management processes and team spaces (e.g., office locations/desk assignments, private conference rooms, seasonally transitional spaces, remote/location status), with guidance.
• Partners with managers across the organization and senior colleagues to learn and execute processes.
• Supports large-scale space requests (e.g., annual office restocks, moves, space build outs), liaising between admins, and space planner.
• Uses space utilization data to recommend changes in space assignments and identify future space requirements. Escalates and shares with senior team members.
• Maintains accurate, detailed information in space database. 

Discipline Growth and Development 

• Actively participates in the Business Support community.
• May mentor junior Business Support colleagues to helps others increase their understanding and ability to navigate through the organization.
• May support onboarding and training of new Business Support staff as applicable.
• Contributes to their organization's culture.
• Continues to shadow and learn from others and leverages mentorship from senior admins.
• Documents and shares best practices and insights.