Administrative Assistant, Office of the CEO, MAI

Microsoft AI’s Mission is to use AI responsibly to make everyone more informed, capable, and supported.

We are creating unique, beautiful and powerful products that will change lives. We are proud of what we build, how we build it and that our products will define the AI era. It’s a time of huge change in the AI landscape, and this role will put you right in the heart of it.

We are seeking a highly motivated Administrative Assistant to provide support to the office of the CEO. This role will report to the Sr Executive Assistant (EA) to CEO MAI. 

We’re looking for someone with an abundance of positive energy, empathy, and kindness, in addition to thriving 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, and thrive in this environment, we’d love to hear from you.

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. 

Strategic calendar and meeting management — Support the Sr EA to manage a complex and evolving calendar across multiple time zones for one primary leader and being available to support new hire CVPs when needed; support the preparation of agendas, briefing materials, and meeting logistics to maximize decision‑making time. 

Operational excellence and continuous improvement — Work with wider EA team to run day‑to‑day operational tasks and processes on site at the office, identify gaps, propose scalable solutions, and leverage productivity and AI tools to increase efficiency. 

Onboarding support — Partner with Talent Acquisition and hiring managers on recruitment, onboarding, and offboarding; manage equipment provisioning, security groups, and new‑hire setup. 

Expense management — Manage expense documentation, purchase orders, statements of work, reimbursements, and basic budget tracking while ensuring policy compliance. 

Event and travel coordination — Plan and execute internal and external events including off‑sites and seminars; arrange complex domestic and international travel, visas, and detailed itineraries.  Remain on‑call as needed. 

Cross‑functional communication and stakeholder management — Build strong relationships across the organization and represent leaders with discretion and executive maturity. 

Community and mentorship — Share best practices and contribute to the growth of the Business Support discipline. 

Required Qualifications 

• 5+ 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.
  • OR equivalent experience
• Experience working in fast‑paced, dynamic environments, with the ability to stay organized, prioritize tasks, and exercise good judgment.

Preferred Qualifications

• Bachelor’s Degree in relevant field (e.g., Business Administration, Human Resources [HR], Marketing, Communications, Psychology, Sociology) 
  • OR equivalent experience 
• 5+ years experience reviewing and managing administrative budgets (e.g., for events, morale, travel, training) 
• Proven experience in fast‑paced, dynamic environments. Committed to growing your career by enabling leaders and teams to do their best work. 
• Proactive problem solving skills, and self‑starter attitude to anticipate needs, identify issues early, and implement practical solutions without direction. 
• Highly organized and excels at prioritising competing demands, managing multiple deadlines, and setting clear expectations with stakeholders. 
• Adaptable and calm under pressure; comfortable with ambiguity and rapid