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Executive Assistant

California, United States (On-site)

Executive Assistant

35 Minutes ago • 10-10 Years • Administrative • $94,600 PA - $200,500 PA

About the job

10 skills required for this role

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foundation

excel

cross-functional-collaboration

resource-allocation

resource-planning

networking

cross-functional

timeline-management

talent-acquisition

team-management

Job Description

This Executive Assistant role at Microsoft CoreAI requires 10+ years of administrative experience supporting executive/upper-level management. Responsibilities include strategic calendar management, complex event oversight, cross-functional collaboration, team mentorship, budget management, travel coordination, and space planning. The ideal candidate is highly organized, detail-oriented, decisive, and comfortable navigating ambiguity in a fast-paced environment. They will represent Microsoft to external C-Suite/Board of Directors executives and manage complex issues with diplomacy and empathy. The role also includes leading the Admin and Executive Admin community across the organization, ensuring appropriate resourcing for each team.

Must have:

10+ years administrative experience
Proficiency in Microsoft Office Suite
Strategic calendar management
Event planning and management
Cross-functional collaboration
Team mentorship and leadership
Budget management
Travel coordination
Space planning

Good to have:

Bachelor's degree
6+ years mentoring/supervising experience
10+ years administrative budget management

Perks:

Industry leading healthcare
Educational resources
Discounts on products and services
Savings and investments
Maternity and paternity leave
Generous time away
Giving programs
Networking opportunities

Overview

Microsoft CoreAI’s mission is to empower every developer to shape the future with AI. Our culture is centered on embracing a growth mindset, a theme of inspiring excellence, and encouraging teams and leaders to bring their best each day. Growth mindset encourages each of us to lean in and learn what matters most to our customers, to create the foundational knowledge that enables us to make customer-first decisions in everything we do. In doing so, we create life-changing innovations that impact lives around the world. You can help us achieve our mission.

We’re looking for an Executive Assistant who thrives on delivering impact in a fast-paced environment. The successful candidate excels at multitasking and pays unwavering attention to detail. You are self-motivated and can adapt to ambiguity. If you can make informed decisions, remove roadblocks, collaborate across executive office staff to meet objectives, along with thrive in this environment, we invite you to join us.

Qualifications

Required/Minimum Qualifications:

10+ 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.
5+ years of proficiency with Microsoft productivity software including Outlook, Excel, Word and PowerPoint.

Other Requirements:

Ability to meet Microsoft, customer and/or government security screening requirements are required for this role. These requirements include, but are not limited to the following specialized security screenings: This position will be required to pass the Microsoft Cloud background check upon hire/transfer and every two years thereafter.

Additional or Preferred Qualifications:

Bachelor's Degree in relevant field (e.g., Business Administration, Human Resources [HR], Marketing, Communications, Psychology, Sociology)
- OR equivalent experience.
6+ years’ experience serving as mentor or direct/indirect (e.g., team leader) supervisor to others.
10+ years’ experience reviewing and managing administrative budgets (e.g., for events, morale, travel, training).

Executive Assistant IC4 - The typical base pay range for this role across the U.S. is USD $94,600 - $183,800 per year. 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 $122,000 - $200,500 per year.

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 February 10, 2025.

Responsibilities

Calendar Management and Meeting Logistics

Provides highly strategic calendar management (e.g., high profile, high risk, large-scale impact) based on deep knowledge of business and executive needs, while upholding the highest degree of integrity (e.g., highly sensitive, highly confidential topics) and maintaining confidentiality.
Uses discretion to make independent decisions to prioritize customer/partner meetings and urgent escalations, while balancing the overall rhythm of business (ROB).
Uses executive maturity and judgement to lead/own multiple decision-making processes, in close partnership with stakeholders and peers.
Engages with external C-Suite/Board of Directors (BOD) executives to represent Microsoft. Manages complex ambiguity and remains calm in high-stress situations.
Provide strategic oversight for events, ensuring fiscal responsibility and alignment with goals. Manage promotion, resource allocation, and post-event follow-up.

Cross-Functional Collaboration and Communication

Draws from and utilizes a vast internal/external network to support the executive leader's work and Microsoft's charter. Uses executive maturity, independent judgment, discretion, business insights, and perspectives to drive collaboration and communication.
Communicates with executive external partners, customers and third parties. Represents his team and acts as an extension of manager/team's brand and Microsoft's core values through written and verbal communication.

Discipline Growth and Development

Oversee Business Support discipline development. Mentor, support team morale, and foster a growth mindset. Build diverse, inclusive teams through networking and recruitment.

Leadership

Lead by example by demonstrating executive presence, encouraging others to raise their own standards of excellence, and setting a foundation for success.
Navigate complex organizational challenges by influencing them with high impact and exhibiting diplomacy, tact, and empathy.
Proactively seeks feedback on performance, invests in training leadership opportunities, and maintains self-awareness.
Lead the Admin and Executive Admin (EA) community across Microsoft Core AI’s organization. Ensure each team has the right admin/EA resourcing.

Resource Management

Oversee expense management, educate on policies, partner with finance on budgets, and manage approval processes for the executive office.

Rhythm of Business (ROB)

Co create, co build, and help manage annual rhythm of business (ROB) with executive and Head of Operations / Programs, including fiscal-year calendar and executive meeting schedule.
Directs continual implementation and flexibility of the ROB in partnership with team (e.g., Chiefs of Staff, Head of Operations). Ensures team members follow ROB and map their planning to established cadences.

Space Management and Planning

Manage executive office space and escalate complex issues to appropriate teams.
Work closely with the space planning team to ensure proper allocation of office space globally.

Travel Management

Works with Executive Travel to coordinate travel arrangements for the Executive Office. Creates detailed itineraries/agendas for daily activities by setting and managing travel expectations to maximize trip productivity.
Manages and oversees all travel logistics and creates guidelines for visits to ensure the leader is prepared (e.g., briefing leader, sharing information with countries).
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 changes, issues, and escalations that arise during business travel.
Drives proactive communication across stakeholders ahead of travel and communicates with domestic and international stakeholders to ensure the supported leader maximizes business trip outcomes.
Manages and ensures required documents (e.g., visas, passports, immunization records) obtained for international travel. Manages and ensures compliance with US Travel Tax Tool.

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