Executive Admin

About the Role

We are looking for a highly organized and proactive Executive Administrator to support the Business Excellence Operations organization. In this role, you will enable the effective operation of a global organization while also supporting Business Excellence groups and activities in India. You will partner with leaders and teams to manage calendars, travel, leader and organization expenses, events and visits, workplace readiness, and timely follow-through on operational priorities. This is a high-visibility role requiring excellent judgment, attention to detail, and the ability to create a consistent employee and leadership experience across a dynamic, geographically distributed organization. This role goes beyond traditional administrative support. You will act as a trusted operations partner, bringing structure, coordination, and reliable execution to the day-to-day needs of the Business Excellence Operations organization. You will work across leaders, employees, facilities, IT, vendors, and partner groups to anticipate needs, resolve issues, and deliver well-run meetings, events, visits, and workplace services.

Key Responsibilities

• Executive Partnership & Calendar Management: Own and optimize calendars for Business Excellence Operations leaders, balancing global priorities, time zones, preparation needs, and schedule changes.
• Organization Support: Provide administrative and operational support for the Business Excellence Operations organization and coordinate shared needs across Business Excellence groups in India.
• Offsites and Leadership Meetings: Plan end-to-end logistics for offsites, leadership meetings, and planning sessions, including venues, travel, catering, agendas, materials, and action follow-up.
• Town Halls: Support town halls through scheduling, venue and virtual setup, invitations, presentation coordination, rehearsals, attendance logistics, and post-event follow-up.
• Leader Visits: Coordinate itineraries and logistics for visiting leaders, including travel, ground transportation, workspace, meeting schedules, stakeholder engagement, and hospitality.
• Space Management: Partner with GCID and Microsoft Real Estate & Facilities (RE&F) on seating, workspace allocation, meeting-room requirements, office moves, capacity planning, and resolution of space-related needs.
• Hardware and Peripherals Management: Track, coordinate, and follow up on requests for monitors, headsets, docking stations, and other peripherals in partnership with IT and procurement teams.
• Morale and Employee Engagement: Plan and execute morale events, team celebrations, recognition activities, and inclusive engagement experiences.
• Compliance, Organizational Metrics and Reporting: Track FRI training completion, send reminders, partner with managers for timely completion. Create recurring and ad hoc reports on key organizational metrics, ensuring data accuracy, clear insights, and timely distribution to relevant stakeholders.
• Rhythm of Business and Action Management: Partner with leaders to define and implement the Rhythm of Business (ROB), establish effective operating cadences, document decisions, and track action items through completion.
• EA Community Collaboration: Collaborate closely with the Business Excellence Executive Assistant community to align priorities, coordinate shared initiatives, exchange best practices, ensure consistent administrative processes and employee experiences, and provide seamless coverage and support across Business Excellence organizations in India.
• Operational Coordination and Continuous Improvement: Maintain action trackers, manage communications, support onboarding, coordinate vendors and budgets, and improve recurring administrative processes using digital and AI-enabled tools.

Requirements & Tech Stack

• Experience in executive administration, business support, workplace operations, or a related role
• Strong calendar management, organization, prioritization, and follow-through skills
• Demonstrated ability to coordinate complex meetings, events, travel, and logistics
• Excellent written and verbal communication with strong stakeholder management
• High attention to detail, discretion, and sound judgment when handling sensitive information
• Ability to manage multiple workstreams independently in a fast-paced environment
• Proficiency with Microsoft 365 tools and confidence using trackers, reporting, and AI-enabled productivity tools

Qualifications

• Proactive, service-oriented, and solution-focused mindset
• Confidence and professionalism with senior stakeholders
• Strong ownership, accountability, and attention to detail
• Ability to anticipate needs and identify operational risks early
• Calm, structured, and inclusive approach to supporting employees and leaders
• Experience supporting senior leaders and large, geographically distributed teams
• Experience coordinating town halls, offsites, leader visits, and employee engagement events
• Experience partnering with facilities, IT, procurement, finance, vendors, and compliance teams

Why This Role

This is an opportunity to play a central role in the employee and leadership experience for the Business Excellence Operations organization. You will help global leaders and teams—and partner Business Excellence groups in India—operate smoothly by creating dependable rhythms, well-executed events, responsive workplace support, and strong follow-through on business and compliance priorities.