Executive Assistant

Executive Assistant

Microsoft AI is looking for an Executive Assistant to join our newly formed organization. In this role, you will report to the Corporate Vice President (CVP) and provide administrative support to MAI leadership team and aligned growing team.

As an Executive Business Administrator, you will be helping with all levels of support, including team communications, strategic calendar management, and complex end-to-end headcount / budget management. You will identify support gaps and develop / implement solutions to help contribute to the leader's and team's overall success. In addition, you will need to collaborate closely with business partners and team leaders to support the rhythm of business (ROB), space planning, and headcount / budget planning and maintenance. To best support the team and leader, at least 50% of the time is required to work from the office in Mountain View, CA. You will be a vital member of the team, partnering with members and leaders while demonstrating Microsoft culture and values.

This new group, Microsoft GenAI, works on creating novel state-of-the-art AI models, related infrastructure, and customization tooling. It collaborates deeply with OpenAI and many Microsoft teams across the company, such as Azure AI Platform, Microsoft Research, and numerous product groups.

Microsoft's mission is to empower every person and every organization on the planet to achieve more. As employees we come together with a growth mindset, innovate to empower others, and collaborate to realize our shared goals. Each day we build on our values of respect, integrity, and accountability to create a culture of inclusion where everyone can thrive at work and beyond.

Responsibilities

• Calendar Management : Provides strategic calendar management and time planning support for manager and additional team calendars when needed. Manages calendar, meeting preparation, and logistics based on knowledge of manager and business needs.
• Cross-Functional Collaboration and Communication : Strengthens their network (internally and externally) across organizations to enable their team and leader's work. Uses executive maturity and independent insight judgment, discretion, business insights, and perspectives to direct and prepare staff to distribute information to their teams and / or supported leader.
• Team Management Support (Headcount Management, Recruitment, Onboarding / Offboarding) : Collaborates with Global Talent Acquisition (GTA) to facilitate internal and external recruitment efforts, and partners with hiring managers to ensure an effective process. Supports intern and university recruitment for the broader organization (e.g., planning, placement). Creates committees to promote team experiences. Lands and delegates onboarding activities (e.g., ordering new-hire equipment, setting up workstations, distribution lists, security groups) and provides support to new employees, vendors, and interns as an essential contact for questions and company information. Provides high-level support for a seamless executive onboarding experience.
• Event Coordination and Logistics : Manages, plans, and develops events. Takes responsibility for event outcomes and demonstrates executive presence. Leads a team of event planners if needed. Partners with management to understand event aspirations and target goals. Develops and leverages resources for reuse to drive efficiency. Contributes to development of workback schedule, promotion, and necessary checkpoints.
• Resource Management (Hardware / Supply Management, Purchase / Expense Management Financial Management) : Owns expense management including documentation (e.g., purchase orders [POs], receipts, tax award spreadsheets, statements of work, reclassifications), expense tracking, and policy compliance. Educates administrative team on Microsoft Policy to ensure compliancy across team / division / organization and escalates issues as needed. Functions as interim approver for executive office when needed.
• Rhythm of Business (ROB) : Partners with senior leader(s) and Chiefs of Staff on building and managing annual rhythm of business (ROB), including fiscal year calendar and executive meeting schedule (e.g., Human Resources [HR] cadence, fiscal cadence, SLT cadence, company-wide and / or employee resource group cadence). Strategically communicates ROB cadence and helps to manage workloads, as needed.
• Space Management and Planning : Leads space-management processes and team spaces (e.g., office locations / desk assignments, private conference rooms, seasonally transitional spaces, remote / location status), cascading space management vision to fellow team members. Addresses and resolves high-level space requests. Leads large-scale space requests (e.g., annual office restacks, space build outs), liaising between admins and space planner and negotiating for appropriate space for their team. Determines future space planning needs and drives space changes based on utilization data and upcoming organizational changes.
• Travel Management : Works with appropriate contact / tool to coordinate travel arrangements (e.g., accommodations, transportation, security) for manager(s) and / or group. Creates detailed itineraries / agendas for daily activities by setting and managing travel expectations to maximize trip productivity. Manages all travel logistics and maximizes trip itineraries.
• Discipline Growth and Development : Provides leadership and actively seeks out and participates in the Business Support community. Mentors Business Support professionals. Shares best practices and insights.
• Embody our culture and values.

Qualifications

Required Qualifications :

Preferred Qualifications :

Business Support ATR-E - The typical base pay range for this role across the U.S. is USD $32.84 - $66.30 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 $44.81 - $72.69 per hour.

Microsoft will accept applications for the role until 10 / 5 / 2025.