Executive Team Assistant

Microsoft AI is looking for an Executive Team Assistant to help support an Executive and their team who are 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, technical 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. 

Required 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. 

#MicrosoftAI  #Copilot

Cross-Functional Collaboration and Communication 

• 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.  

• Communicates with executive maturity to external partners/audiences and third parties. 

• Represents and acts as extension of manager's/team's brand and Microsoft's core values.  

Travel Management 

• Coordinate travel arrangements (e.g., accommodations, transportation, security) for manager(s) and team.  

• 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.  

• Acts as a stand-by resource and ensures availability for varying manager needs/time zones to address issues/escalations during business travel.  

• Maintains availability and acts with urgency to address travel changes as they arise.  

• Drives proactive communication across stakeholders ahead of travel and may communicate with domestic and international stakeholders to ensure the supported leader maximizes business trip outcomes.  

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

• Disseminates and enforces travel policies and expectations.  

• May accompany leaders on business trips (e.g., Meet Ups) to provide onsite support. 

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.  

• Oversees supply management and planning and promotes compliance with supply management policies and procedures within an organization.  

• Workes with Head of Operations to manage discretionary budget tracking (e.g., morale, hardware, supplies) and reporting.  

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

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

• Partners with finance at a high level on all aspects of budgets, headcount and policies, including assisting with annual budget planning by consolidating team requests and prioritizing funding. 

Calendar Management and Meeting Logistics 

• Provides strategic calendar management and time planning support for manager(s) and team 

• Manages and owns calendar, meeting preparation, and logistics based on knowledge of manager and business needs.  

• Uses executive maturity and judgment with full knowledge of business context to identify and coordinate delegates, execute decisions around prioritization and maintain constant communication with manager and central staff.  

• Leads and owns decision making processes in close partnership with peers and stakeholders (e.g., Chiefs of Staff, Business Managers, Human Resources) and external leaders/business support.  

• Exercises a sense of priority and awareness for high impact meetings, and urgent business needs, and ensures follow-up. Proactively engages with leader and key stakeholders/business partners (e.g., Communications Team, Chiefs of Staff, Business Managers, Human Resources) to make decisions and cascade information as needed. Manages ambiguity and remains calm in stressful situations. 

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.  

• Develops and leverages resources for reuse to drive efficiency.  

• Contributes to development of workback schedule, promotion, and necessary checkpoints. 

Project Ownership 

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

• Provides operations and project management support to Senior Leadership.  

• Takes accountability for project outcomes and drives stakeholder accountability.  

• 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.  

• Delegates project tasks to Business Support team members and drives accountability of others. 

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

Space Management and Planning 

• Works with Head of Operations to oversee 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.  

• Works with Head of Operations to oversee and streamline group moves.  

• Works with Head of Operations to address and resolve high-level space escalations/requests.  

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.  

• Creates committees to promote team experiences.  

• Works with Head of Operations to land and delegate 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.  

• Works with Head of Operations to connect new hires with the right stakeholders. 

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

• Lands and manages headcount management activities in collaboration with Works with Head of Operations to include transfers/departures, reporting, offboarding, and transactions within headcount management tools. Identifies areas of improvements and updates for relevant headcount management systems.