Executive Assistant

Job Description

Microsoft AI is looking for a Executive Assistant to help support a new executive leadership team building the next wave of capabilities of our personalized AI assistant, Copilot. We’re looking for someone who will bring an abundance of positive energy, empathy, and kindness to the team every day, in addition to being highly effective. The right candidate enjoys working autonomously to deliver brilliantly against a wide range of functional areas, from travel management to event coordination, in a fast paced, entrepreneurial environment.

Our newly formed organization, Microsoft AI, is dedicated to advancing Copilot and other consumer AI products and research. The team is responsible for Copilot, Bing, Edge, and generative AI research. Come be a part of the team shaping the future personal computing.

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

Project Ownership

• Balances multiple complex projects and timelines end to end while maintaining executional and operational excellence within the division and across business groups.

• Identifies and provides insights regarding risks and challenges related to projects across the company, and communicates these to executives, partners, and key stakeholders.

• Streamlines processes, leverages best practices, provides process improvements, and adjusts as needed.

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.

Rhythm of Business (ROB)

• Partners with executive 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. Identifies and advises on patterns across ROBs.

• Advises on best practices for developing a distribution plan for confidential internal and external communications in collaboration with Business Managers and/or Chiefs of Staff.

Team Management Support (Headcount Management, Recruitment, Onboarding/Offboarding)

• Leads team experience activities. Collaborates with Global Talent Acquisition (GTA) to facilitate internal and external recruitment efforts, and partners with hiring managers to ensure a smooth process. 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. Connects new hires with the right stakeholders.

• Provides high-level support for a seamless executive onboarding experience.

Travel Management

• Works with Executive Travel 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.

Calendar Management and Meeting Logistics

• Provides strategic calendar management and time planning support for manager(s) Manages and owns calendar, meeting preparation, and logistics based on knowledge of manager and business needs.

• Exercises a sense of priority and awareness for high impact meetings, and urgent business needs, and ensures follow-up.

Cross-Functional Collaboration and Communication

• Strengthens their network (internally and externally) across organizations to enable their team and leader's work.

• Proactively drives communication and liaises between executives, central teams, and other business partners to share information and best practices that drive efficiency.

• Uses executive maturity and independent judgment, discretion, business insights, and perspectives to direct and prepare staff to distribute information to their teams and/or supported leader.

Discipline Growth and Development

• Provides leadership and actively seeks out and participates in the Business Support community. Mentors Business Support professionals.

• Onboards and trains new Business Support staff. Contributes to their organization's culture as a leader.

Event Coordination and Logistics

• Manages, plans, and develops events.

• Takes responsibility for event outcomes and demonstrates executive presence.

• Partners with management to understand event aspirations and target goals.

Leadership

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

• Engages with the Business Support community, keeping a pulse to enable growth across the discipline.

Qualifications

• 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.

Microsoft is an equal opportunity employer. Consistent with applicable law, all qualified applicants will receive consideration for employment without regard to age, ancestry, citizenship, color, family or medical care leave, gender identity or expression, genetic information, immigration status, marital status, medical condition, national origin, physical or mental disability, political affiliation, protected veteran or military status, race, ethnicity, religion, sex (including pregnancy), sexual orientation, or any other characteristic protected by applicable local laws, regulations and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application process, read more about requesting accommodations.