Administrative Assistant 3

Performs a variety of complex administrative functions for all levels of management including external business partners. Manages schedule(s), coordinates travel arrangements and processes business expenses. Coordinates meetings and events, department financial operations, personnel operations, and facility operations. Manages procurement of goods and services including computer equipment, office supplies, reference materials, and vendor relationships. Provides general office support. Serves as the department/group contact. Completes special projects as assigned.

The Data Platform + Growth (DPG) Team is hiring an experienced business administrator to support the Executive Office and Chief of Staff.

This role partners closely with the DPG Lead business administrator and DPG Exec Office business operations team. To be successful in this role you should have strong planning and organizational skills and be able to anticipate the needs of a diverse organization. The position requires professional verbal and written communications, an ability to work within a matrix of responsibility both independently and collaboratively, and the ability to prioritize and communicate effectively with great attention to detail and a high degree of accuracy. In this role you will perform a variety of complex administrative functions for all levels of employees, from executives to new employees well as external business partners.

A qualified candidate will be a critical thinker who takes initiative and has strengths in time management, project management, anticipating needs of the business, is highly organized, demonstrates flexibility, calm under pressure, and remains positive when faced with challenges.

Qualifications:

• Experience in administrative assistance, business management, office management, or similar
• Experience with event management and/or coordinating logistics for meetings and events
• Experience with calendar management and/or as executive assistant
• Experience in a customer service driven role
• Can achieve results with a high degree of accuracy and attention to detail, particularly in ambiguous situations
• Demonstrates strong communication, verbal and written, and interpersonal skills, tact, diplomacy, integrity and professionalism
• Ability to maintain utmost confidentiality with sensitive and personal information
• Organized with the ability to prioritize among multiple projects
• Strategic prioritization in managing a high volume of incoming requests, ability to make timely decisions, exercise sound judgment, apply the appropriate level of urgency to situations that require a quick response
• Proficiency with Microsoft productivity software, including Word, Outlook, PowerPoint, Visio, Excel, OneNote, and SharePoint is strongly preferred
• Experience with internal Microsoft business processes and tools is not required but helpful
• Ability to work and manage time while supporting teams in multiple geographies and across different time zones
• Location: Onsite, Redmond

Primary responsibilities include, but are not limited to:

• Space Portfolio Management, in partnership with DPG Exec Office Business Management, including: facilitating organizational movements, general space planning, office space maintenance and facilities requests.
• Event support: coordinate logistics for meetings and events for DPG organization-wide activities that require logistical coordination such as: room rental, audio visual support, catering, for events such as: DPG Town Halls, DPG Intern events, DPG Hackathon events, and DPG Give Campaign events, to name a few.
• Calendar Management: Chief of Staff, DPG team calendar, and Private Conf Rms
• Executive support: coordinate travel arrangements and process business expenses
• SharePoint and OneNote management and maintenance.
• Procurement and hardware program management: hardware, office supplies, etc. across DPG Exec Office and in partnership with DPG Teams when needed.
• Support DPG administrative teams as they navigate admin hiring gaps.
• Maintain DPG Distribution channels DLs (Distributions Lists), SGs (Security Groups), GMM (Group Membership Management), Teams.
• Recruiting and new hire onboarding, including requisitions, managing position attributes, personnel operations, hardware procurement, space assignment, coordinate office moves, for DPG Executive office, as needed.
• External Staff Management: onboarding, offboarding, tracking positions, as needed for the DPG Executive office.
• Project management of special projects as needed.
• Ensure compliance of the company's operational policies and procedures.
• Provide general office support, facilities operations, maintain an organized office and storage room.
• This role does have some physical demands including lifting, carrying, pushing, moving items of light to medium weight.