Executive Assistant Financial Operations

Job description

Overview

Microsoft’s mission is to empower every person and every organization on the planet to achieve more.

The Finance Operations team brings this mission to life through operational excellence, cross-functional collaboration, and a commitment to continuous learning.

You’ll be part of a team that values inclusion, innovation, and impact.

Microsoft’s Global Procurement and Finance Operations (FinOps) organization is a high-impact team responsible for delivering essential financial services across accounting operations, source-to-pay, and payroll for employees, partners, Center of Excellence and Suppliers worldwide.

With a global workforce of over 500+ professionals, the team drives digital transformation, ensures compliance, and enhances operational efficiency.

FinOps is built on a foundation of accountability, empowerment, and trust—cultivating high-performing teams that thrive in a dynamic environment.

The organization is led with a focus on simplifying complexity, applying systemic thinking, and fostering a growth mindset.

The Finance Operations team is seeking a highly experienced, creative, and detail-oriented Executive Assistant-FinOps to support the GM of FinOps and provide additional backup support across the broader Finance Operations leadership team.

This role is ideal for someone who thrives in a fast-paced environment, demonstrates exceptional initiative, and delivers with precision and professionalism.

You will be a key partner in driving operational excellence, team engagement, and executive support.

The position requires a proactive, responsive, and resourceful individual capable of managing multiple priorities across diverse teams.

Qualifications

Required/Minimum Qualifications

5+ years Administrative, Business Support, or customer service experience in an environment with an emphasis on scheduling meetings/events, travel management, and administration work for executive/upper level management.

Proficiency with M365 tools (Word, PowerPoint, Teams, SharePoint).

Additional or Preferred Qualifications

Bachelor's Degree in relevant field (e.g., Business Administration, Human Resources [HR], Marketing, Communications, Psychology, Sociology)

OR equivalent experience.

2+ years experience reviewing and managing administrative budgets (e.g., for events, morale, travel, training).

Familiarity with Microsoft tools and eco-system.

Proficient written and verbal communication skills.

Demonstrated collaboration skills, with desire to learn and help.

Business Support ATR-D - The typical base pay range for this role across the U.S. is USD $30.29 - $50.53 per hour.

There is a different range applicable to specific work locations, within the San Francisco Bay area and New York City metropolitan area, and the base pay range for this role in those locations is USD $41.83 - $57.88 per hour.Certain roles may be eligible for benefits and other compensation.

Find additional benefits and pay information here: Microsoft will accept applications for the role until September 29, 2025.

Responsibilities

Calendar Management:

Provides strategic calendar management and time planning support for manager(s) e.g., General Manager GM.

Aligns calendar based on knowledge of manager's preferences and operating styles (e.g., personal needs, allocation to business priorities).

Ensures preparation of meeting setting and participant attendance, involving team members in tactical logistic support as appropriate (e.g., booking rooms, troubleshooting audio-video [AV] and technical issues).

Gathers, prepares, and provides meeting materials (e.g., agendas, briefings, pre-reads).

Uses judgment and knowledge of business context to identify and provide delegates for meeting conflicts as needed, makes decisions around prioritization and keeps manager informed.

Collaborates and engages with peers (e.g., CVPs Executive Assistant, Corporate Accounting vitality team, Human Resources) to enable decision making processes.

May attend meetings and/or ensure follow-up as needed.

Manages ambiguous situations.

Cross-Functional Collaboration and Communication:

Continue to build and leverage network across organizations to enable their team and leader's work.

Serves as a liaison between executives and teams.

Gathers information from partners across organizations (e.g., business managers, finance partners, peers) to prepare key stakeholders to distribute information to their teams.

Communicate with external partners/audiences and third parties.

Represents their leader(s) and Microsoft.

Handles confidential information with discretion and professionalism.

Discipline Growth and Development:

Actively seeks to mentor less experienced Business Support colleagues.Contributes to their organization's culture by participating across the team and division.

Engages in career development and training.

Identifies and aligns growth opportunities for self and team.

Develops and shares best practices and insights.

Supports team building.

Team Support (Onboarding/ Offboarding):

Provides support to new full-time employees, intern and university recruitment for the organization (e.g., ordering new-hire equipment, setting up workstations, distribution lists, security groups) and be an essential contact for questions and company information.

Event Coordination and Logistics:

Partners with tenured Business Support to coordinate, support logistics, and direction for events.

Proactively drives actions needed to ensure event outcomes (e.g., developing workback schedule, checkpoints leading up to an event).

Acts as a point of contact for events (e.g., changes).

Resolves preparatory setbacks and escalates to tenured Business Support staff as needed.

Collaborates and coordinates with stakeholders to set up events, as needed, and manages supplier and business relationships end to end.

Engages in post event close out (e.g., tracking event results/attendance.

Distributing post-meeting materials) in partnership with team members.

Identifies learnings and suggests best practices for future events.

Leadership:

Leads by example and serves as a role model to Business Support colleagues by maintaining a professional attitude, demonstrating executive presence, influencing others, and encouraging self-reflection during challenging situations.

Project Ownership:

Balances multiple projects end to end with varying deadlines, while maintaining executional and operational excellence within the business and across business groups as applicable.

Takes accountability for project outcomes and drives stakeholder accountability through consistent communication.

Identifies impacts and risks across the organization and communicates these to partners and key stakeholders.

Streamlines processes, provides process improvements, and adjusts as needed.

Leads efforts to determine measurable success of projects at their conclusion.

Resource Management (Hardware/Supply Management, Purchase/Expense Management):

Participates in discretionary budget tracking (e.g., morale, hardware, supplies) and reporting (may include software licenses.

May partners with Finance Partner to own expense management including documentation (e.g., purchase orders [POs], receipts, tax award spreadsheets, statements of work, reclassifications), expense tracking, and policy compliance.

Identifies and resolves expense and supply related issues (e.g., missing purchase orders, account imbalances) by communicating with Executive leaders and Finance as applicable.

Contributes to and oversees planning, tracking, maintenance, and adjustment of equipment and inventory.

May perform vendor and supplier management, including ensuring they are set up for financial processing.

Space Management and Planning:

Maintains and manages up-to-date space-management processes and team spaces (e.g., office locations/desk assignments, seasonally transitional spaces, remote/location status).

Collaborate with others to design and plan room layouts, including furniture, technology, and equipment needs/assembly.

May maintain detailed space utilization data to recommend changes in space assignments and identify future space requirements.

Escalates and shares with tenured team members.

Resolves escalations and postmortem issues.

Travel Management:

Support GM and directs with travel arrangements (e.g., accommodation, transportation, security).

May creates detailed itineraries/agendas for daily activities by building agenda and setting and managing travel expectations to maximize trip productivity.

Acts as a stand-by resource to address issues/escalations during business travel.

Facilitates communication across stakeholders ahead of travel.

Ensures required documents (e.g., immunization records, visas) are obtained for international travel.

Guides less experienced colleagues, leveraging full knowledge of Microsoft travel policies.

Manages and ensures compliance with relevant U.S. Travel Tax Tool.

Benefits/perks listed below may vary depending on the nature of your employment with Microsoft and the country where you work.Industry leading healthcareEducational resourcesDiscounts on products and servicesSavings and investmentsMaternity and paternity leaveGenerous time awayGiving programsOpportunities to network and connect

Required Skill Profession

Secretaries And Administrative Assistants