Business Support - Dubai, United Arab Emirates - Microsoft Dubai

Description

Responsibilities

CalendarManagement

• Providesstrategic calendar management and time planning support formanager(s) (e.g., Senior Corporate Vice President [CVP], ExecutiveVice President [EVP]). Manages and owns calendar, meetingpreparation, and logistics based on knowledge of manager andbusiness needs. Uses executive maturity and judgment with fullknowledge of business context to identify and coordinate delegates,execute decisions around prioritization and maintain constantcommunication with manager and central staff. Leads and ownsdecision making processes in close partnership with peers andstakeholders (e.g., Chiefs of Staff, Business Managers, HumanResources) and external leaders/business support. Exercises a senseof priority and awareness for high impact meetings, and urgentbusiness needs, and ensures follow-up. Proactively engages withleader and key stakeholders/business partners (e.g., CommunicationsTeam, Chiefs of Staff, Business Managers, Human Resources) to makedecisions and cascade information as needed. Manages ambiguity andremains calm in stressfulsituations.

Cross-FunctionalCollaboration andCommunication

• Strengthenstheir network (internally and externally) across organizations toenable their team and leader's work. Proactively drivescommunication and liaises between executives, central teams, andother business partners to share information and best practicesthat drive efficiency. Uses executive maturity and independentjudgment, discretion, business insights, and perspectives to directand prepare staff to distribute information to their teams and/orsupported leader. Communicates with executive maturity to externalpartners/audiences and

third parties.Represents and acts as extension ofmanager's/team's brand and Microsoft's corevalues.

DisciplineGrowth andDevelopment

• Providesleadership and actively seeks out and participates in the BusinessSupport community. Mentors Business Support professionals. Onboardsand trains new Business Support staff. Contributes to theirorganization's culture as a leader. Engages in careerdevelopment and trainings. Identifies, aligns, and promotes growthopportunities for self and team. Shares best practices andinsights. Driving the recruiting process for Business Supportroles. Supports team building, networking opportunities, and worksto uphold morale.

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

• Leads team experienceactivities. Collaborates with Global Talent Acquisition (GTA) tofacilitate internal and external recruitment efforts, and partnerswith hiring managers to ensure a smooth process. Supports internand university recruitment for the broader organization (e.g.,planning, placement). Creates committees to promote teamexperiences. Lands and delegates onboarding activities (e.g.,ordering new-hire equipment, setting up workstations, distributionlists, security groups) and provides support to new employees,vendors, and interns as an essential contact for questions andcompany information. Connects new hires with the rightstakeholders. Provides high-level support for a seamless executiveonboarding experience. Lands and manages headcount managementactivities in collaboration with Business Manager(s) and/or Chiefof Staff including transfers/departures, reporting, offboarding,and transactions within headcount management tools. Identifiesareas of improvements and updates for relevant headcount managementsystems. Works in partnership with Finance and team members toprovide up-to-date headcountfigures.

EventCoordination andLogistics

• Manages,plans, and develops events. Takes responsibility for event outcomesand demonstrates executive presence. Leads a team of event plannersif needed. Partners with management to understand event aspirationsand target goals. Develops and leverages resources for reuse todrive efficiency. Contributes to development of workback schedule,promotion, and necessarycheckpoints.

Leadership

• Leadsby example and serves as a role model to Business Supportcolleagues by maintaining a professional attitude, demonstratingexecutive presence, influencing others, and encouraging selfreflection during challenging situations. Navigates with executivematurity and calmness in challenging situations. Uses executivematurity to escalate issues, proactively ensuring teamseffectiveness and consistency. Engages with the Business Supportcommunity, keeping a pulse to enable growth across thediscipline.

ProjectOwnership

• Balancesmultiple complex projects and timelines end to end whilemaintaining executional and operational excellence within thedivision and across business groups. Provides operations andproject management support to Senior Leadership. Takesaccountability for project outcomes and drives stakeholderaccountability. Identifies and provides insights regarding risksand challenges related to projects across the company, andcommunicates these to executives, partners, and key stakeholders.Streamlines processes, leverages best practices, provides processimprovements, and adjusts as needed. Delegates project tasks toBusiness Support team members and drives accountability of others.Leads efforts to determine measurable success of projects at theirconclusion.

ResourceManagement (Hardware/Supply Management, Purchase/Expense ManagementFinancial Management)

• Owns expensemanagement including documentation (e.g., purchase orders [POs],receipts, tax award spreadsheets, statements of work,reclassifications), expense tracking, and policy compliance.Educates administrative team on Microsoft Policy to ensurecompliancy across team/division/organization and escalates issuesas needed. Functions as interim approver for executive office.Oversees supply management and planning and promotes compliancewith supply management policies and procedures within anorganization. Manages discretionary budget tracking (e.g., morale,hardware, supplies) and reporting. Identifies and resolves expenseand supply related issues (e.g., missing purchase orders [POs],account imbalances) by communicating with senior leaders andFinance as applicable. May perform vendor and supplier management,including ensuring they are set up for financial processing.Partners with finance at a high level on all aspects of budgets,headcount and policies, including assisting with annual budgetplanning by consolidating team requests and prioritizingfunding.

Rhythmof Business(ROB)

• Partners withexecutive leader(s) and Chiefs of Staff on building and managingannual rhythm of business (ROB), including fiscal year calendar andexecutive meeting schedule (e.g., Human Resources [HR] cadence,fiscal cadence, SLT cadence, company-wide and/or employee resourcegroup cadence). Strategically communicates ROB cadence and helps tomanage workloads, as needed. Identifies and advises on patternsacross ROBs. Advises on best practices for developing adistribution plan for confidential internal and externalcommunications in collaboration with Business Managers and/orChiefs of Staff. Directs continual implementation and flexibilityof the ROB in partnership with peers (e.g., Chiefs of Staff).Ensures team members follow ROB and map their planning toestablishedcadences.

SpaceManagement andPlanning*

• Overseesspace-management processes and team spaces (e.g., officelocations/desk assignments, private conference rooms, seasonallytransitional spaces, remote/location status), cascading spacemanagement vision to fellow team members. Oversees and streamlinesgroup moves. Addresses and resolves high-level spaceescalations/requests. Leads large-scale space requests (e.g.,annual office restacks, space build outs), liaising between adminsand space planner and negotiating for appropriate space for theirteam. Determines future space planning needs and drives spacechanges based on utilization data and upcoming organizationalchanges.

TravelManagement

• Works withExecutive Travel to coordinate travel arrangements (e.g.,accommodations, transportation, security) for manager(s) and/orgroup. Creates detailed itineraries/agendas for daily activities bysetting and managing travel expectations to maximize tripproductivity. Manages all travel logistics and maximizes tripitineraries. Acts as a stand-by resource and ensures availabilityfor varying manager needs/time zones to address issues/escalationsduring business travel. Maintains availability and acts withurgency to address travel changes as they arise. Drives proactivecommunication across stakeholders ahead of travel and maycommunicate with domestic and international stakeholders to ensurethe supported leader maximizes business trip outcomes. Ensuresrequired documents (e.g., visas, passports, immunization records)are obtained for international travel. Disseminates and enforcestravel policies and expectations. May accompany leaders on businesstrips (e.g., Inspire, Ready) to provide onsite support. Manages andensures compliance with US Travel TaxTool.