Administrative Assistant

Overview

Responsibilities:

• Provide group admin support for large Studio comprised of several hundred individuals including Microsoft employees, vendors, and interns
• Support various team events and meetings from booking spaces, coordinating and ordering catering, clean up after events to ensure a successful experience from end to end.
• Complex calendar management, ensuring accurate scheduling and organization based on priorities
  • Coordinate and schedule internal/external meetings
  • Manage community space/conference room calendars
  • Develop a deep understanding of rhythm of business (ROB), key stakeholders, and interdependencies within the business and recognize patterns. Help to execute on business cadence (scheduling/meeting logistics) around the ROB of the team
• Actively participate in the Business Support community. Manage and oversee vendor administrative staff, including their day-to-day tasks and responsibilities as well as their long-term projects.
• Arrange domestic and international travel as needed
• Reconcile and process expense reports for manager
• Coordinate logistics and provide onboarding support for new employees, vendors, and interns
• Maintain accurate, detailed information in space databases
• Partner with senior team members and admin team to ensure all aliases for the team/organization are up-to date and hierarchy is aligned
• Manage Discretionary Spend tracker and intake process at the direction of Sr. Business Manager
• Execute various projects and tasks and completes project deliverables with little or no supervision. Own the components of project outcomes end to end with proper accountability. Identify risks and challenges within core area of responsibility and communicate these to relevant stakeholders

Experience:

• Committed to work onsite in Redmond 100% of the time, be present in the studio M-F during core business hours (9am- 5pm)
• Familiarity with Microsoft systems and tools including Travel booking and Expenses, Outlook Calendar, TEAMS, Viva Tools, FORMS and other applications.
• 3+ years Administrative, Business Support, or customer service experience in an environment with an emphasis on scheduling meetings/events, travel management, and basic administration work.
• 1+ year(s) experience reviewing and managing administrative budgets (e.g., for events, morale, travel, training).
• Proficient with Microsoft productivity software including Word, Outlook, PowerPoint, Visio and Excel
• Associate’s/Bachelor’s Degree in relevant field (e.g., Business Administration, Human Resources [HR], Marketing, Communications, Psychology, Sociology) OR equivalent experience.

Ideal Candidate:

• Strong verbal and written communication skills
• Able to work independently and with discretion
• Ability to build effective cross-group working relationships and work collaboratively with people at all levels of the organization
• Detail-oriented with strong problem-solving and troubleshooting skills
• Ability to be flexible and work efficiently with little to no guidance in a fast-paced environment
• Ability to react with appropriate urgency to situations and requests
• Highly collaborative, a team player who fosters productive and effective working relationships across Studio teams, contributing to team morale and building team dynamics
• Must be able to maintain confidentiality and use discretion and judgment at all times
• Exercise sound judgment, tact, diplomacy, integrity and professionalism in all communications
• Strong working knowledge of Microsoft internal tools such as Employee Central, iCIMS, MyExpense, MyOrder and SharePoint.

The target hiring compensation range for this role is $25.30 to $28.12 an hour. Compensation is based on several factors including, but not limited to education, relevant work experience, relevant certifications, and location.

About Aquent Talent:

Aquent Talent connects the best talent in marketing, creative, and design with the world’s biggest brands.

Our eligible talent get access to amazing benefits like subsidized health, vision, and dental plans, paid sick leave, and retirement plans with a match. We also offer free online training through Aquent Gymnasium. More information on our awesome benefits! 

Aquent is an equal-opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics. We’re about creating an inclusive environment—one where different backgrounds, experiences, and perspectives are valued, and everyone can contribute, grow their careers, and thrive.

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