Business Support Specialist

Microsoft; Singapore; On-site; USD 60,000 - 90,000; Full time

Job summary

A leading company is seeking an experienced Administrative Support professional to manage calendars, travel, and team activities. The ideal candidate will have over 7 years of experience in administrative roles, strong organizational skills, and a Bachelor's degree in a relevant field. This role involves cross-functional collaboration, event coordination, and leadership responsibilities, contributing to the overall efficiency of the executive team.

Qualifications

• 7+ years in administrative or business support roles.
• 4+ years of mentoring or supervisory experience.
• 5+ years managing administrative budgets.

Responsibilities

• Manage calendars and travel arrangements for executives.
• Facilitate team activities and support onboarding processes.
• Coordinate events and manage logistics.

Skills

Calendar Management

Travel Management

Cross-Functional Collaboration

Event Coordination

Leadership

Education

Bachelor's Degree in Business Administration or equivalent

Job description

Responsibilities (Text Only)

1. Calendar Management
   • Provides strategic calendar management and time planning support for the CVP, aligning the calendar based on preferences and operating styles.
   • Prepares meeting settings, manages participant attendance, and handles logistical support such as booking rooms and troubleshooting AV issues.
   • Uses judgment to identify and resolve meeting conflicts, prioritizes tasks, and collaborates with peers and stakeholders to facilitate decision-making and information cascade.
   • Attends meetings and ensures follow-up as necessary, managing ambiguous situations.
2. Travel Management
   • Manages travel arrangements, including accommodations, transportation, and security, creating detailed itineraries to maximize trip productivity.
   • Addresses issues during travel, communicates with stakeholders, and ensures all documents required for international travel are obtained.
   • Leverages knowledge of Microsoft travel policies and guides less experienced colleagues.
3. Cross-Functional Collaboration and Communication
   • Builds and leverages networks across organizations, serving as a liaison between executives and teams.
   • Prepares stakeholders to distribute information and communicates with external partners and third parties, representing the leader and Microsoft.
4. Discipline Growth and Development
   • Participates in the Business Support community, contributes to organizational culture, and engages in career development.
   • Identifies growth opportunities, develops best practices, and supports team building.
5. Team Management Support
   • Facilitates team activities, collaborates on recruitment, and manages onboarding and offboarding processes.
   • Supports new hires and provides ongoing support for onboarding activities.
6. Event Coordination and Logistics
   • Owns event logistics, develops workback schedules, and manages supplier relationships.
   • Coordinates with stakeholders, manages changes, and handles post-event activities such as tracking results and sharing materials.
7. Leadership
   • Serves as a role model, maintains professionalism, demonstrates executive presence, and encourages self-reflection.
8. Rhythm of Business (ROB)
   • Helps implement ROB patterns, creates and adjusts plans, and ensures team alignment with business cadence.
   • Supports ongoing flexibility and gathers feedback to improve processes.

Qualifications (Text Only)

1. Required/Minimum Qualifications
   • 7+ years of experience in administrative, business support, or customer service roles with a focus on scheduling, travel management, and executive support.
2. Additional or Preferred Qualifications
   • Bachelor's Degree in Business Administration, HR, Marketing, Communications, Psychology, Sociology, or equivalent experience.
   • 4+ years of mentoring or supervisory experience.
   • 5+ years of experience managing administrative budgets.

Microsoft is an equal opportunity employer. All qualified applicants will receive consideration without regard to various protected characteristics. If needed, please send a request via the Accommodation request form for assistance or accommodations due to a disability.