Executive Business Administrator - Digital Safety Unit

The Digital Safety Unit team is seeking a Redmond-based, solution-oriented Executive Business Administrator to support a team whose mission is to empower every person to have safe and trusted digital experiences across Microsoft products and services. This is an international, multi-disciplinary team that includes attorneys, threat analysis and investigators, public policy professionals, content policy experts, and engineers.  

The Executive Business Administrator - Digital Safety Unit candidate can both work well both independently and collaboratively, has excellent organization and communications skills, can handle multiple tasks and streams of work simultaneously, is oriented towards supporting team success, is detail-oriented with analytical skills, works well with a variety of work styles, exercises excellent judgement and discretion, and is effective navigating a fast-paced and often fluid landscape.  

To be successful in this role, you will have experience managing complex calendars and executive travel, as well as planning and organizational skills. You will be able to incorporate new information to continuously improve systems and processes for the Chief Digital Safet Office and the Digital Safety Unit. Building effective working relationships within the Privacy, Safety, and Regulatory Affairs team (and beyond) and adapting to diverse work styles will be critical.  

This role reports to the Director of Strategic Initiatives, providing key administrative support for the Chief Digital Safety Officer and the team. 

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.

• 3+ years experience reviewing and managing administrative budgets (e.g., for events, morale, travel, training).

• Effective written, verbal and communication skills. 
• Proficiency in Outlook, Teams, Word, Excel, PowerPoint, Visio and SharePoint  
• Work successfully in a team environment, build effective working relationships inside and outside of the group, ability to navigate complex corporate organization and environment   
• Interpersonal, organizational & planning skills and time management   
• The ability to manage routine tasks proactively and effectively, prioritize own work and resources to complete projects on time as required, identifying and seeking ways to resolve issues should they occur  
• Knowledge of departmental business practices and Microsoft internal tools (e.g. MyOrder, Employee Central, MSAuthorize, AssetLink, MSExpense, MSSpace, Eventions, and MSTravel) preferred   

Business Support ATR-D - The typical base pay range for this role across the U.S. is USD $28.46 - $48.80 per hour. There is a different range applicable to specific work locations, within the San Francisco Bay area and New York City metropolitan area, and the base pay range for this role in those locations is USD $39.76 - $55.67 per hour.

Certain roles may be eligible for benefits and other compensation. Find additional benefits and pay information here:

Microsoft will accept applications for the role until January 24, 2025.

#CELA

Calendar Management and meeting/event logistics 

• Calendar Management: Efficiently manage a complex and fluid calendar, including scheduling meetings, coordinating with internal and external stakeholders, and quickly resolving any conflicts or issues that arise. Aligns calendar based on knowledge of executive’s preferences, team priorities, and operating styles.  
• 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).  

Travel Management 

• Manages all arrangements and travel logistics for the Chief Digital Safety Officer. Works with leadership team members to maximum trip itineraries.
• Acts as a stand-by resource and ensures availability for varying manager needs/time zones to address issues/escalations during business travel.
• Maintains availability and acts with urgency to address travel changes as they arise.
• Drives proactive communication across stakeholders ahead of travel and may communicate with domestic and international stakeholders to ensure the supported leader maximizes business trip outcomes.
• Ensures required documents (e.g., visas, passports, immunization records) are obtained for international travel.  

Business/Team Operations 

• Assists with budget and operations for the team, including organizing team meetings, preparing agendas, taking minutes, and following up on action items.  
• Prepare and edit reports, presentations, and other documents as needed, ensuring accuracy and professionalism. 
• Helps manage and drive the team's rhythm of business (ROB). Works with cross-company/team counterparts to manage team participation as needed for key business events, next fiscal year planning, running business reviews, and other strategic business planning activities. 
• Partners with the leadership team to develop and execute planning processes, ensuring coordination with corporate planning processes as well as planning integration across the broader organization.
• Contributes to finding workable solutions to business problems.  
• Supports internal continuation of business operations during all times, including periods of change or special circumstances.  

 
Event Coordination and Logistics 

• Owns the coordination, logistics, and direction for events. 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 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 best practices for future events.  

Special Projects/Programs and Initiatives 

• Contributes to cross-team projects as needed to meet the changing business environment and manage business needs.
• Engages in well-defined projects/programs while executing aspects of projects/programs for larger areas, including work on strategic efforts that require hands-on experience which may be across multiple disciplines.