[Remote] Executive Administrative Assistant (contract)

Note: The job is a remote job and is open to candidates in USA. Microsoft is a leading technology company, and they are seeking an Executive Administrative Assistant to support senior leadership within a team focused on culture and inclusion. The ideal candidate will manage complex schedules, coordinate travel, oversee team logistics, and serve as a liaison across multiple business functions.

Responsibilities

• Provide strategic calendar management and time planning support for two General Managers, resolving scheduling conflicts and protecting time aligned to business priorities
• Confirm and prepare all meeting logistics, including room bookings, audio-visual setup, agenda distribution, and pre-read materials
• Manage end-to-end domestic and international travel arrangements, including accommodations, transportation, security, visa documentation, and immunization records
• Serve as an on-call resource to address and resolve issues that arise during business travel
• Support the rhythm of business by scheduling recurring cadences, coordinating cross-time-zone meetings, and keeping key stakeholders aligned
• Identify patterns in business operations and proactively propose improvements to existing processes
• Collaborate with Global Talent Acquisition and hiring managers to facilitate recruitment and onboard new hires, including equipment setup, workstation preparation, and distribution list management
• Support General Managers in managing headcount activities, including transfers, departures, reporting, and transactions within headcount management tools
• Plan, coordinate, promote, and support internal and external events, serving as a point of contact for unforeseen circumstances and managing post-event closeout activities
• Oversee equipment planning and serve as interim approver for expense approvals, preparing expense reports on behalf of General Managers
• Support discretionary budget planning and reporting, including morale, hardware, supplies, and vendor and supply management
• Develop and maintain strong relationships with stakeholders across the organization, including Human Resources, Finance, and business support professionals
• Serve as a liaison between executives and cross-functional teams to enable effective communication and collaboration

Skills

• Minimum of 8 years of experience in executive calendar and meeting management
• Minimum of 8 years of experience in travel coordination and expense management, including booking, itinerary development, and expense reporting tools
• Minimum of 8 years of experience in budget tracking, administration, and reporting
• Prior experience supporting multiple executives simultaneously in a large, matrixed organization
• Demonstrated stable and consistent work history
• Expert-level executive calendar management, including conflict resolution and priority-based time protection across multiple time zones
• Comprehensive travel coordination, including international logistics, itinerary building, visa and documentation management, and real-time troubleshooting
• Budget tracking, expense reporting, and discretionary spend administration
• Strong event planning and coordination capabilities, including pre-event logistics and post-event reporting
• Exceptional attention to detail with the ability to manage multiple competing priorities simultaneously
• Ability to handle confidential and sensitive information with the utmost discretion
• Strong cross-functional communication and stakeholder management skills
• Proactive problem-solving and anticipatory thinking in support of senior leadership
• Familiarity with corporate systems for travel, expenses, and headcount management
• Comfort working across global teams and time zones, with preference for PST availability
• Prior experience at Microsoft strongly preferred
• Experience supporting or working within Human Resources, Culture, or Inclusion-focused teams is a plus
• Bachelor's degree in Business Administration, Communications, Human Resources, or a related field preferred

Benefits

• Medical, dental & vision
• Hospital plans
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Company paid Basic Life and AD&D as well as voluntary Life & AD&D for the employee and dependents)
• Company paid short and long-term disability
• Health & Dependent Care Spending Accounts (HSA & DCFSA)
• Employee Assistance Program
• Time Off/Leave(PTO, Allegis Group Paid Family Leave, Parental Leave

Company Overview