Responsibilities

As the business co-ordinator you will operate in a variety of capacities, working with two senior leaders and their team’s, demonstrating excellence in administrative functions. The ideal candidate must be able to maintain a calm and focused approach, accommodate different work styles, demonstrate sound judgment, make timely decisions in relatively complex situations, and set priorities among multiple tasks.

• Making administrative decisions and requests for information on behalf of two team leaders with respect to complex calendar management, spanning multiple global time-zones.
• Arranging and booking domestic and international travel, including passport and visa requirements for two team leaders and senior team members.
• Processing expense reports for two team leaders and senior team members.
• Managing vacation approval requests for two team leaders and senior team members.
• Onboarding new joiners and off-boarding leavers for the team: Handle pre and post requirements.
• Maintaining relevant security groups and distribution lists.

• Working efficiently and effectively to manage all logistics for internal meetings/events, off sites, appraisal meetings, morale events, team all hands meetings, and celebration events. Co-ordinating room bookings, catering, venue selection, queries, agenda management, minutes, actions, and material preparation.

• Co-ordinating support for executive visits.
• Managing budget for morale events for the team.
• Processing visitor requests. Handle pre, during and post visitor logistics.
• Processing lecture requests. Handle pre, during and post lecture logistics.
• Partnering with stakeholders to manage the residency program. Drives stakeholder accountability through consistent communication. Streamlines processes, provides process improvements, and adjusts as needed. Manages all logistics for meetings with stakeholders. Maintains the residency webpage and internal SharePoint.
• Ensuring awareness and compliance with administrative operations policies and procedures.

• Partnering with support staff across the business to ensure consistent experiences.

• Providing cover for sickness and holidays for the business administration team.
• Assisting with lab functions, such as parties or large meetings requiring multiple administrators’ assistance.

Qualifications

• A self-starter with the ability to anticipate needs and act ahead of direct guidance in a fast-paced environment.
• Organised and detail-oriented, with proven administrative and project management skills and the ability to prioritise and handle multiple tasks at once in a timely manner.
• Ability to manage complex scheduling.
• Maintain the confidentiality of highly sensitive material with tact and professionalism.   
• Approachable and can maintain a calm and focused approach under pressure, within short time constraints, and in relatively ambiguous and complex situations.
• Relationship building skills, business maturity, high degree of self-confidence.
• Proficiency with Microsoft productivity software, including Word, Outlook, PowerPoint, Excel, and Teams meetings.
• 2+ years administrative, and business support experience in a fast paced and complex environment with an emphasis on scheduling meetings/events, travel management and expenses, and administration work for executive/upper-level management and their team.

Microsoft is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, color, family or medical care leave, gender identity or expression, genetic information, marital status, medical condition, national origin, physical or mental disability, political affiliation, protected veteran status, race, religion, sex (including pregnancy), sexual orientation, or any other characteristic protected by applicable laws, regulations and ordinances. 

Benefits/perks listed below may vary depending on the nature of your employment with Microsoft and the country where you work.