If you have initiative, drive, and are looking to be part of a fun and energetic team, this job is for you! The Information Management and Machine Learning team is looking for an experienced and energetic Business Administrator to be responsible for providing excellent administrative and project support.Candidates must have excellent organizational, interpersonal and communication skills along with the ability to work independently and professionally with all levels in the organization.
You must be resourceful and able to deal with ambiguity, possess solid project management and problem-solving skills, be able to work effectively under pressure and within short time constraints, prioritize while multi-tasking, and be flexible in the performance of the job responsibilities.
Key responsibilities include (but not limited to):
-Supporting two Directors with fast-paced, complex calendar management - proactive scheduling, detailed coordination and preparation, making decisions on the Director’s behalf on shifting business priorities to ensure accurate scheduling and appropriate allocation of time, travel arrangements, and all expense reports.
-Partnering with site administrative staff in Cambridge NERD. Coordinating and cross-collaborating with IMML’s Administrative team in Redmond as well as many parts of the C+E organization. Partnering with HR, Staffing, and Finance as well as facilities for space management.
-Managing headcount, adhering to NTE, tracking open positions, creating requisitions, onboarding new hires, and keeping up to date with Headcount related tools. Maintaining distribution lists. Managing space allocation, anticipating possible compression issues, scheduling individual moves, and assisting with group moves.
-Purchasing equipment, services and supplies, managing supplier and vendor contracts, creating purchase orders and processing invoices. Assist with establishing equipment ordering and supply guidelines, ensuring lowest cost/best quality options are chosen. Track assets, updating custodians, cost centers, PC Recycled assets, and equipment transfers.
-Reviewing operating budget and spend, identifying near-overages and issues. Partnering with Finance to ensure no reporting discrepancies. Acting as interim approver on all team expense reports, ensuring coding accuracy.
-Organizing and planning off-sites and morale events and also cross-collaborating, planning, and support on team and org events including All-Hands Meetings, morale events, and others as needed.
-Understand the rhythm of the business and ship cycles, in order to most effectively plan events and meetings, anticipate spend, and provide support based on the business needs at the time.
Support the New England R&D site and administrative community as needed.
- Minimum of 5 years of demonstrated successful Business Administrative experience in a fast-paced administrative capacity
- Complex calendaring experience
-Strong verbal and written communication skills
-Detail-oriented with strong problem-solving and troubleshooting skills
-Strong cross-team collaboration skills
-Ability to be flexible and work quickly and efficiently in a fast-paced environment
-Ability to react with appropriate urgency to situations and requests
-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
-Proficiency in: Microsoft Outlook, Excel, Word and experience in MSS, Informa, and MS Space preferred.
-Ability to lift and move standard office equipment (i.e. computers and peripherals)
Microsoft is an equal opportunity employer.   All qualified applicants will receive consideration for employment without regard to race, color, gender, sexual orientation, gender identity or expression, religion, national origin, marital status, age, disability, veteran status, genetic information, or any other protected status.