Administrative Assistant 2 (76816-1) - Full-time / Part-time

Admin Assist 2




Top 3 Must Haves:

1 Experience working with a large team
2 Previous Microsoft experience is required
3 Calendaring and expense planning for an executive



Job Description:

We are looking for an experienced Business Administrator to provide director-level support to one of the Visual Studio Cloud Services Engineering Teams. You will provide administrative support to a team of approximately 300 people.

Primary Responsibilities:

• Proactively manage a director-level complex calendar with utmost attention to accuracy and timelines.
• Coordinate and schedule internal and external meetings through partnership with other business administrators.
• Coordinate team meetings and morale events including obtaining rooms, catering, incorporating and managing Skype Meetings, SharePoint & OneNote.
• Arrange domestic travel.
• Purchase/procurement of supplies and equipment.
• Asset Management.
• Headcount management and organization chart updates.
• Manage team distribution lists.
• Manage onboarding of full time employees and vendors, including office set-up.
• Space planning/tracking and office moves, in partnership with other business support professionals.
• Manage special projects end-to-end as needed.
• Ensure compliance with administrative policies and procedures.
• Serve as support and back-up for other business administrators when needed.
• Partner with Recruiting.
• Partner with HR to help improve productivity and morale.
• Contribute to internal team SharePoint sites.
• Budget Management in partnership with Finance.
• Month-End Close operations, including Accruals, Closing PO's/IO's.
• Assist with preparations of special presentation materials, onsite and offsite meeting logistics.
• To be successful, the applicant must have demonstrated ability to:Support a senior level team in a fast paced environment.
• Re-prioritize work in response to unpredictable situations.
• Exercise sound judgment, tact, diplomacy, integrity, flexibility and professionalism in all transactions, especially under pressure.
• Demonstrate a positive can-do attitude as an effective team player.
• Must have strong attention to detail and ability to maintain confidentiality with discretion.
• Develop collaborative relationships with others who have a diverse set of working styles and perspectives.
• Ability to see the big picture as well as the details.
• Take effective action without having to know the full picture.

Qualifications:

• Minimum 3+ years of relevant work experience.
• Excellent written and verbal communication skills.
• Team Player and Self-Motivated.
• Proficiency with Microsoft software: Skype, Outlook, Word, PowerPoint, Visio, OneNote, SharePoint and Excel.
• This description has been designed to indicate the general nature and level of work performed by employees within this position.
• The actual duties, responsibilities and qualifications may vary based on assignment. Some overtime may be required.
• 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.