Administrative Assistant 4 /Dallas, TX, (Remote 80%)-10 months contract

November 12, 2024

PLEASE SUBMIT candidates with prior MICROSOFT experience only.

Position: Administrative Assistant 4

Location Requirements: Dallas, TX, Remote 80% of the time, will only need to go on-site on an as-needed basis for events, etc.
Daily Schedule & OT estimate: Standard Schedule (M-F, 40 hours/week) - no OT

Typical Day in the Role

• Purpose of the Team: The purpose of this team is
• Enterprise sales – run global enterprise sales org. They are digital by nature / virtual. Run across Azure and support. This specific org, has 800+ employees across the globe.
• Key projects: This role will contribute
• Business administration (calendaring, expenses, and travel across 2 leaders)
• Typical task breakdown and operating rhythm:

60-70%. calendaring – fully managing the calendars (making sure there's some level of consistency and expectations)
15% expense reports
the rest is booking travel.

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Candidate Requirements

• Years of Experience Required: 8-10 overall years of experience in the field.
• Degrees or certifications required: High school diploma or GED required
• Disqualifiers: N/A
• Best vs. Average: The ideal resume would contain

Experience with Microsoft previously and internal tools and has been business admin before.
Someone that is thorough with responses and is very organizational and planful.
Proactive candidate that follows-up
Extensive Calendar experience is crucial for this role

• Performance Indicators: Performance will be assessed based on quality of work is key and meeting expense deadlines.

Administrative Or Executive Administrative
•
Is this role more aligned with duties associated with that of a Business Manager at MSFT?

Close to a business admin than a business manager. Can stretch into business manager if they would like to.

Will this individual be booking travel? If so, do they require knowledge of international Visa processes? What is the expected volume of travel arrangements? Will they be responsible for booking domestic or international travel, or both?
• Does not need to know int visa processes – but will need to be able to learn this. Probably once a month for leaders based off of need. Domestic and international.
•
Will this person be managing any individual calendars? If so, how many? Will this require complex calendaring?
• 4 individual calendars, expenses and travel.
•
How large is the team this person will be supporting?
• 2 people they will only be supporting.
•
What level of Excel skills does this role require? Pivot tables? V-lookup?
• Prefer proficient excel skills (v-lookups, etc.)
•
Will this role require any advanced event planning/coordination experience?
• No – if they want to be a part of this and have the scope they can be (would only be about 5% of the time)
•
Approximately how many events will this person plan/coordinate? What types of events will this person be planning (i.e. morale events, large meetings, etc.)

• Will not need to do this, but preferred. Off-sites for managers would be what they may help coordinate (help with catering etc.)

Top 3 Hard Skills Required + Years of Experience

1. Calendar management experience (8+ YOE)
2. Microsoft internal tool experience (8+ YOE)
3. Business administration experience (preferably with a Microsoft executive before) (8+ YOE)

Hard Skills Assessments

• Expected Dates that Hard Skills Assessments will be scheduled: ASAP
• Hard Skills Assessment Process: The assessment process will include standard interview.
• Required Candidate Preparation: Candidates should have resume prepared prior to the assessment.

Summary:

The main function of an administrative assistant/executive 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:

• Supervise general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
• Review and approve invoices, reports, memos, letters, financial statements, and other documents.
• Review and approve 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.
• Make arrangements for travel, planning meetings, etc.

Skills:

Verbal and written communication skills, multi-tasking, customer service skills and interpersonal skills.
Strong ability to work independently and manage one's time.
Strong ability to keep information organized and confidential.
Strong ability in event planning.
Strong leadership and mentoring skills necessary to provide support and constructive performance feedback.
Previous experience with computer applications, such as Microsoft Word, Excel and PowerPoint.

Education/Experience:

• High school diploma or GED required.
• 8-10 years experience required.
• Experience working with executives required.