Executive Business Administrator

Microsoft

View: 101

Update day: 10-02-2024

Location: Dublin City Dublin

Category: Administrative / Clerical / Assistant

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Job content

Microsoft Cloud Operations & Innovation (CO&I) is the engine that powers our cloud services. As a CO+I Executive Business Administrator within the Datacenter Services (DCS) organization, you will support the General Manager, EMEA Datacenter Operations, and form a key role supporting Senior Leadership and our growing datacenter teams! The work you do will help Microsoft deliver the core infrastructure and foundational technologies for Microsoft’s online services including Bing, Office 365, Xbox, OneDrive, and the Microsoft Azure platform.

Empower Billions!

Our infrastructure is comprised of a large global portfolio of more than 100 datacenters and 1 million servers. Our foundation is built upon and managed by a team of subject matter experts working to support services for more than 1 billion customers and 20 million businesses in over 90 countries worldwide.

With environmental sustainability and optimization at the forefront of our Datacenter design and operations, we continue to grow and evolve as we meet the ever-changing business demands that hold Microsoft as a world-class Cloud provider.

In alignment with our Microsoft values, we are committed to cultivating an inclusive work environment for all employees to positively impact our culture every day.

#COICareers

As this role is supporting the General Manager for EMEA Datacenter Operations, the role is based in Grangecastle Business Park, however from time to time some requirement will be to work from our corporate office in Leopardstown.

Responsibilities

  • Provide administrative support for the overall EMEA leadership team
  • Calendar support, Management of calendar with attention to accuracy, timeliness, conflict resolution and alignment to the leader’s priorities and commitments
  • Schedule the Leadership Team Rhythm of Business – issue calendar invites, room bookings, monitor attendance, order catering (if required), record notes and actions discussed at meetings (as required) and follow-up on actions
  • Book travel and provide visa support
  • Prepare and submit expense claims
  • Book meeting rooms and catering as required (in line with budget provided)
  • Support the team in identifying and executing compliant procurement processes – this could include:
    • Submitting Purchase Orders on behalf of PO Owner
    • Uploading Contracts/Statements of Work for digital signature (where required by Policy)
    • Submitting Single Payment Requests on behalf of owner (where compliant with Policy)
    • Save supporting quotes, emails for POs to a business shared drive (so can be retrieved in the event of Internal Audit queries)
    • Set-up of New Vendors on My Order tool (where required and sufficient notice provided)
    • Hardware orders and asset tracking of devices for the department – in line with budget advised by Financial Controller
    • Directing owners to make payments using their AMEX cards (where relevant)
    • Help to educate PO owners and Invoice Approvers on their responsibilities in terms of accruals and providing proof of execution
  • Support the Leadership Team in the organisation of all logistics within an advised budget and formatting slides associated with large events including; All Hands, team offsites, Senior Executive visits etc
  • End to end management of Team Morale events
  • Support the Onboarding of New Hires to the team by ensuring:
    • Delivery of device, peripherals and phone (if appropriate)
    • Providing direction to new hire on campus information and administrative tools g. travel tool, My Order, expense tool
    • Update organisational chart
    • Liaise with Retail Estate & Services team to resolve issues affecting general work area
  • Keep distribution lists / team aliases up to date
  • Maintenance of Teams Sites (add new users etc) and/or older SharePoint sites
  • Support ad-hoc projects and initiatives as directed by Hiring Manager
  • Be familiar with Microsoft Policies and support the Leadership Team by driving awareness and compliance with admin related policies across the team

Qualifications

THE SUCCESSFUL CANDIDATE
  • Has demonstrated work experience in a fast-paced environment
  • Exercises sound judgment, tact, diplomacy, integrity and professionalism in all transactions, demonstrating a positive “can-do” attitude
  • Is self-driven; must possess an aptitude to work independently to achieve results with a high degree of accuracy and attention to detail
  • Is action-oriented, has outstanding project and time management skills.
  • Enjoys managing and dealing with significant change and reacts with appropriate urgency calmly to situations and/or events that require a quick response
  • Is willing to take ownership and drive issues to a quick and solid resolution

COMPETENCIES REQUIRED
  • Proven successful work experience as a Personal Assistant or Group Admin
  • Knowledge and proficiency with Microsoft products including Outlook, Microsoft Office, Microsoft Teams
  • Strong planning and organisational skills with the ability to prioritise and problem solve plus change direction in response to ambiguous work situations
  • Highly motivated and flexible individual with ability to work under pressure and sometimes to short deadlines
  • Effective verbal and written communication skills
  • High level of integrity, confidentiality and discretion
  • Knowledge around overall PO management and finance practices would be an advantage
  • Ability to build effective working relationships inside and outside the workgroup considering working styles and perspectives of diverse individuals and group

This role description may evolve over time depending on service requirements.

Microsoft is an equal opportunity employer. Consistent with applicable law, all qualified applicants will receive consideration for employment without regard to age, ancestry, citizenship, color, family or medical care leave, gender identity or expression, genetic information, immigration status, marital status, medical condition, national origin, physical or mental disability, political affiliation, protected veteran or military status, race, ethnicity, religion, sex (including pregnancy), sexual orientation, or any other characteristic protected by applicable local laws, regulations and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application process, read more about requesting accommodations.
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Deadline: 26-03-2024

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