Executive Business Administrator

The Office of the CTO (OCTO) for Microsoft is chartered with understanding, shaping, and accelerating technologies and their impact across Microsoft, industry, and society. OCTO leads investments in emerging technical bets, provides technical insights, and drives high-priority company-wide AI initiatives, while partnering with our engineering, field, and strategy teams.  OCTO operates as a high‑leverage organization – partnering deeply across engineering, product, research, and leadership to influence technical direction, execution integrity, and long‑term strategy.

We are seeking a highly organized and proactive Executive Business Administrator.  This role is centered on calendar management and team support, helping ensure day-to-day operations run smoothly, priorities stay aligned, and the team can execute effectively.

This is a hands-on role requiring strong attention to detail, sound judgment, and the ability to manage competing priorities in a fast-paced environment. You’ll play a key role in keeping operations running efficiently while supporting a positive, productive team experience.

This role requires to be on-site at the Microsoft Redmond campus a minimum of three days per work week. Occasional travel to the Silicon Valley Campus may be required.

In this role, you will provide reliable, detail-oriented support to help the leaders and team members operate effectively. You’ll anticipate needs, remove administrative friction, and adapt to evolving priorities while maintaining a high level of organization, accuracy, and responsiveness.

Calendar & Travel Management

• Manage and maintain calendars with a focus on accuracy, prioritization, and responsiveness.
• Seek business context to resolve ambiguity, prioritize meetings, and identify key participants.
• Coordinate meeting logistics (attendees, rooms, Teams links, materials) to ensure seamless execution
• Resolve scheduling conflicts and communicate updates clearly to stakeholders.Arrange domestic and international travel, including logistics, any required documentation (passports/visa) and policy compliance.
• Reconcile expenses promptly and within company policy.

Team Support & Operations

• Support onboarding and offboarding activities, including equipment and access coordination
• Maintain accurate team data (headcount tracking, org updates, distribution lists)
• Assist with space logistics, office moves, and general team needs
• Support hardware procurement, inventory tracking, and issue resolution
• Partner with the admin community to provide coverage and coordination as needed
• Manage team discretionary budget in partnership with Chief of Staff; track spending and approve expenses
• Facilitate team experience activities and engagement in alignment with leadership
• Maintain data accuracy in Employee Central and space maps

Event Coordination and Logistics

• Lead end-to-end planning and execution of meetings and events, including venue, AV, catering, and scheduling
• Develop detailed workback schedules, engage internal and external resources, and mobilize support as needed
• Collaborate closely with stakeholders to ensure successful event delivery and continuous improvement

Discipline Growth and Development

• Model professional conduct and leadership within the Business Support discipline
• Stay composed and self-aware during high-stakes or challenging situations
• Actively participate in administrative trainings, meetings, and corporate initiatives
• Foster meaningful relationships and build community across the organization
• Mentor peers and be open to mentorship; exchange best practices and insights
• Support onboarding of new administrative team members

Cross-Functional Collaboration and Communication

• Build cross-org networks and serve as liaison between executives and teams