Executive Assistant Segment Lead

We are seeking an experienced Executive Business Administrator to provide support to the Segment lead : Enterprise of Microsoft France, work in close partnership with Business Managers, collaborate with the Management Team, and manage transversal activities for the segment (onboarding, Coordinating business reviews, customer briefings, coordinate communications, arrange governance...

You will play a leadership role in the segment admin team to bring the best support to the team.

This position requires excellent knowledge of administrative functions and Microsoft policies and processes. You should also be able to take responsibility for communications, contacts with customers, partners, as well as contacts with all levels of Microsoft employees. Beyond calendar and travel, you will need to work both reactively and proactively in sometimes challenging circumstances, have excellent interpersonal skills and initiative, demonstrate good judgment, maintain high level confidentiality, set priorities and handle multiple tasks simultaneously. Being detail oriented and having consistent and timely follow through will be essential to success.

**Responsibilities**:
Assist Segment Lead / collaborate with segment Business Manager (BM)

**_ Assistant to the Lead :_**
- Manage complex agenda (scheduling, priority management, meeting brief, time analysis,)
- Provide admin support on:

- Travel and logistics (flight bookings-hotel-transfers, visa, meetings and local logistics, )
- Working tools (devices, equipment, car, business cards,...)
- Various requests : signature & delegation, onsite meals, mails & deliveries,...

**_ Collaboration with Business Manager:_**
- Regular sync on Lead and team priorities (LT & Mgrs meetings, team building events, onboarding, compliance, headcount, finance, readiness,..).
- Build, implement and manage segment Rhythm of Business (RoB)
- VP visit prep work: agenda, logistics, welcome and onsite support

**_ Segment Lead:_**
- Organize and attend meetings, secure logistics
- Relay information and actions to/from managers and the entire team
- Centralize team information: call-to-actions, vacations,

**_ New hires onboarding:_**
- Manage or synch with admin assistants of the segment : New Hires onboarding before Day1
- Coordinate admins actions to manage New Hires onboarding after Day1

**_ Admin Team of the segment :_**
- Build and/or maintain the admin support model
- Onboard and train segment temp admin (IT tools, internal processes - travel, Travel & Expenses, Purchase Orders,)
- Weekly syncs to share information, process updates, common actions & projects
- Manage performance and well-being

**_ Business Reviews:_**
- Planning (invitations, file update, info to requestors,)

**_ Communication & information sharing:_**
- All-hands prep (New Hires & Anniversaries slides, logistics,)
- Maintain team distribution groups & organization charts, Teams sites & Group chat
- Share internal processes and procedures (Purchase order, Expense tool, PC renewal)

**_ Space management_**
- Collaborates with BM to gather space utilization needs by role and as a team, and identify future space requirements
- Work with vendors to build or align to new space allocation model
- Communicate information on cleaning weeks, new space allocation model, move project planning
- Prepare and manage move.

**_BeWell & Morale :_**
- Work with BM to build the Team building plan for the Fiscal Year
- Manage teambuilding events in collaboration with teams admins, manage budget
- Make sure compliance rules are known and followed

Collaborate within Admins Communities

**Work with peers at**:

- EOU (CSU, STU, PS): Knowledge share thru Teams, coordination on NEO process, collaboration on ROB, fun events, moves, back-ups..)
- MS France: collaboration on projects, knowledge share, processes improvements, back-ups
- EMEA & Corp: Collaboration ROB and meeting, information sharing

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

Qualifications:

- High degree of integrity and trustworthiness with commitment to confidentiality
- High degree of professionalism and diplomacy
- An ability to work successfully in a team environment, and build effective working relationships inside and outside the group
- Excellent initiative, eagerness, and ability to work effectively under pressure and handle complexity and ambiguity
- Excellent organizational, analytical, anticipatory, oral, and written communications skills
- Passion for maintaining a high bar for quality with a critical eye for detail
- Desire to improve processes and motivation to learn new online tools and ways of working

An excellent level of written and spoken English is an key success factor in the role.

**Additional Details**:
Prerequisites: tbc ?
- Minimum 5+ years of executive assistant experience
- Significant event planning experience and skills
- Proficiency in Office