Business Support and Administrative - Executive Administrative Assistant 3 - HonorVet Technologies

Job title : Business Support and Administrative - Executive Administrative Assistant 3
Location : Redmond, WA
Duration: 8+ months
Job ID: 147133-1
 
Job Description 
 
Typical Day in the Role
Purpose of the Team: The purpose of this team is _support the Azure Edge engineering team, which has grown exponentially and is involved in various tasks such as headcount, project management, budget management, and calendar space support__________.

Compelling Story & Candidate Value Proposition
What makes this role interesting? - This role provides the opportunity to ______
Support a rapidly growing team within Azure, indicating a dynamic and fast-paced environment.
Engage in team support activities, including morale events, which can be enjoyable for those interested in the social aspects of team dynamics.
Contribute to a team that is gaining interest worldwide, showcasing the potential for significant impact and learning.
Participate in building projects and providing input, as the team is open to ideas and contributions from all members, including vendors.
Unique Selling Points:
 
Candidate Requirements

• Years of Experience Required: ___3-5______ overall years of experience in the field.
• Degrees or certifications required: ____N/a______ degree is required to be eligible for this role.
• Disqualifiers: Candidates with ___Lack of experience in any of the core fields mentioned, such as calendar management, event planning, or data entry for headcount and budget management._______ will not be eligible for the role.
• Best vs. Average: The ideal resume would contain __
• 3 to 5 years of experience managing an executive's calendar.
• Experience with headcount management and planning large team events.
• International experience with a global team, highlighting the ability to manage time zones across Asia, Europe, and North America.
• Skills in budget management for significant amounts, emphasizing org-level budget management.
• Performance Indicators: Performance will be assessed based on ____quality of work____ and __deadlines_______.

 
Top 3 Hard Skills Required + Years of Experience
1. Minimum _3-5___ years experience with ___managing an executive's calendar______.
2. Minimum _3-5___ years experience with ___headcount management______.
3. Minimum __3-5__ years experience with ___planning large team events______.
 
Hard Skills Assessments
Expected Dates that Hard Skills Assessments will be scheduled: ____week of 9/30, 10/7_______.
Hard Skills Assessment Process: The assessment process will include __
Sarah Zellick_________.
Required Candidate Preparation: Candidates should have ___N/a_________ prepared prior to the assessment.
 
Overview

• Are you looking for a dynamic role in a fun and highly collaborative team
• Do you like the challenge of complex calendaring and working to coordinate customer meetings, events, and team meetings
• Do you thrive with planning and have an eye for details
• A fantastic opportunity awaits a highly organized, motivated, and collaborative professional. With this role, the Azure Edge Team is looking for an innovative Executive Administrator that is comfortable with fast-paced change and has proficient experience working with a large team.
• MS'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.
• In alignment with our MS values, we are committed to cultivating an inclusive work environment for all employees to positively impact our culture every day.

Qualifications Required Qualifications

• 5+ years Administrative, Business Support, or customer service experience in an environment with an emphasis on scheduling meetings/events, travel management, calendar management, and administration work for executive/upper-level management.
• 3+ years of experience with MS Outlook, Word, Excel, PowerPoint. 2+ years supporting an executive in a face-paced, corporate environment 

Responsibilities Calendar Management:

• Provides strategic calendar management and time planning support for managers and additional team calendars when needed.

• Manages calendar, meeting preparation, and logistics based on knowledge of manager and business needs.

Travel Management:

• Manage domestic and international travel scheduling end-to-end including the proactive anticipation of logistics and itineraries.
• Works with appropriate contact/tool to coordinate travel arrangements (e.g., accommodation, transportation, security).
• Creates detailed itineraries/agendas for daily activities by setting and managing travel expectations to maximize trip productivity.
• Manages all travel logistics and maximizes trip itineraries.

Expense Report Management:

• Process expense reports in a timely manner, as well as interim approve their Directs' expense reports in compliance with all MS policies.

• Headcount Management: manages headcount management activities in collaboration with Business Manager(s) and/or Chiefs of Staff including creating positions, transfers/departures, reporting, offboarding, and transactions within headcount management tools.

Recruitment, Onboarding/ Offboarding:

• Collaborates with Global Talent Acquisition (GTA) to facilitate internal and external recruitment efforts, and partners with hiring managers to ensure an effective process.
• Supports intern and university recruitment for the broader organization (e.g., planning, placement).
• Lands and delegates onboarding activities (e.g., ordering new-hire equipment, setting up workstations, distribution lists, security groups) and provides support to new employees, vendors, and interns as an essential contact for questions and company information.
• Provides high-level support for a seamless executive onboarding experience.
• Budget management, including creating Purchase Orders, and tracking spend in partnership with the Chief of Staff: Owns expense management including documentation (e.g., purchase orders [POs], receipts, tax award spreadsheets, statements of work, reclassifications), expense tracking, and policy compliance.
• Educates team on MS Policy to ensure compliancy across team/division/organization and escalates issues as needed. Functions as interim approver.
• Cross-Functional Collaboration and Communication: Strengthens their network (internally and externally) across organizations to enable their team and leader's work.
• Uses executive maturity and independent insight judgment, discretion, business insights, and perspectives to direct and prepare staff to distribute information to their teams and/or supported leader.

Rhythm of Business (ROB): Partners with leader(s) to building and managing annual rhythm of business (ROB).
Morale: Own the team morale budget and planning.
Meeting/Event Support: Manage end-to-end logistics for team meetings and offsites, which include meeting logistics (booking space and catering), and material preparation. Other: Embody our culture and value

Summary:

• The main function of an Executive Administrative Assistant is to provide high-level administrative support by conducting research, handling information requests and performing clerical functions.
• A typical administrative assistant acts as information and communication managers for an office.

Job Responsibilities:

• Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
• Prepare invoices, reports, memos, letters, financial statements, and other documents.
• File and retrieve corporate documents, records, and reports.
• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
• Prepare agendas and make arrangements for committee, board and other meetings.

Skills:

• Verbal and written communication skills, multi-tasking, customer service skills and interpersonal skills.
• Ability to work independently and manage one's time.
• Ability to keep information organized and confidential.
• Basic mentoring skills necessary to provide support and constructive performance feedback.
• Previous experience with computer applications, such as *** Word, Excel and PowerPoint.

 
Education/Experience:

• High school diploma or GED required.
• 5-7 years' experience required.
• Experience working with executives highly preferred.