Business Support Specialist - Singapore - confidential

Description

With over 17,000 employees worldwide, the mission of the Customer Experience & Success (CE&S) organization is to empower customers to accelerate business value through differentiated customer experiences that leverage Microsoft's products and services, ignited by our people and culture. Come join CE&S and help us build a future where customers achieve their business outcomes faster with technology that does more.

The Global Customer Success (GCS) organization, an organization within CE&S, is leading the effort to enable customer success on the Microsoft Cloud by harnessing leading, AI-powered capabilities and human expertise to deliver innovation solutions that accelerate business value, drive operational excellence and nurture long term loyalty.

The CE&S Team seeks an experienced Executive Admin to support the organization's CVP of Asia Technical Services.

The successful candidate will have the ability to navigate ambiguity, anticipate and remove administrative roadblocks, make timely decisions across the organization, and adapt to constantly changing environments, while identifying areas to help support the business. A successful candidate will have proficient in-person collaboration, planning, organizational, time management, and problem-solving skills. You should be able to multi-task, demonstrate trusted attention to detail, meet deadlines, and be comfortable working independently. The ability to work under pressure in a fast-paced environment and be able to move forward without having every detail locked down is essential to success.

This role is flexible in that you can work up to 50% from home.

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.

Qualifications

Required/Minimum Qualifications

• 7+ 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)

o OR equivalent experience.

• 4+ years' experience serving as mentor or direct/indirect (e.g., team leader) supervisor to others.

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

Responsibilities

Calendar Management

• Provides strategic calendar management and time planning support for the CVP. Aligns calendar based on knowledge of CVP's preferences and operating styles (e.g., personal needs, allocation to business priorities). 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). Uses judgment and knowledge of business context to identify and provide delegates for meeting conflicts as needed, makes decisions around prioritization and keeps manager informed. Collaborates with peers (e.g., Chiefs of Staff, Business Managers, Human Resources) to enable decision-making processes. Engages with leader and stakeholders/business partners (e.g., Communications Team, Chiefs of Staff, Business Managers, Human Resources [HR]) to cascade information as needed. May attend meetings and/or ensure follow-up as needed. Manages ambiguous situations.

Travel Management

• Manages travel arrangements (e.g., accommodations, transportation, security, group codes) for CVP. Creates detailed itineraries/agendas for daily activities by building agenda and setting and managing travel expectations to maximize trip productivity. Executes on logistics of agenda (e.g., building agenda and expectations, briefing leader, sharing information with countries). Acts as a stand-by resource to address issues/escalations during business travel. Facilitates communication across stakeholders ahead of travel. Ensures required documents (e.g., immunization records, visas) are obtained for international travel. Guides less experienced colleagues, leveraging full knowledge of Microsoft travel policies.

Cross-Functional Collaboration and Communication

• Continues to build and leverage network across organizations to enable their team and leader''s work. Serves as a liaison between executives and teams. Gathers information from partners across organizations (e.g., business managers, finance partners, peers) to prepare key stakeholders to distribute information to their teams. Communicates with external partners/audiences and third parties. Represents leader and Microsoft.

Discipline Growth and Development

• Begins to provide leadership within the discipline and participates in the Business Support community. Contributes to their organization''s culture by participating across the team and division. Engages in career development and training. Identifies and aligns growth opportunities for self and team. Develops and shares best practices and insights. Supports team building.

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

• Facilitates team experience activities. Collaborate with Global Talent Acquisition (GTA) to facilitate internal and external recruitment efforts, and partners with hiring managers to ensure a smooth process. Lands 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. Connects new hires with the right stakeholders. Provides additional support for executive onboarding.

Event Coordination and Logistics

• Owns the coordination, logistics, and direction for events. Delegates as necessary. 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. Supports development of workback schedule, promotion, and necessary checkpoints.

Leadership

• Leads by example and serves as a role model to Business Support colleagues by maintaining a professional attitude, demonstrating executive presence, influencing others, and encouraging self reflection during challenging situations.

Rhythm of Business (ROB)

• Understands and helps to implement rhythm of business (ROB) in line with recognized patterns, and proactively takes action on business cadence. Creates, builds, and adjusts plans within areas of responsibility in partnership with Business Manager and/or Chiefs of Staff. Executes meeting cadence around the ROB of the leader. Uses discretion to determine a distribution plan for confidential internal and external communications and brings awareness to patterns. Ensures team alignment with ROB.

• Supports continual implementation and flexibility of the ROB by partnering with peers (e.g., Chiefs of Staff) and gathering feedback.