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Executive Assistant
MicrosoftMountain View, United Statesfull_timeVerifiedPosted 30 Jul 2025
💰 $145,380/yr($132,600/yr – $145,380/yr)
About the role
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Responsibilities
Job Description
Microsoft AI is looking for an Executive Assistant to join our newly formed organization. In this role, you will report to the Corporate Vice President (CVP) and provide administrative support to the CVP and aligned growing team. As an Executive Business Administrator, you will be helping with all levels of support, including team communications, strategic calendar management, and complex end-to-end headcount/budget management. You will identify support gaps and develop/implement solutions to help contribute to the leader’s and team’s overall success. In addition, you will need to collaborate closely with business partners and team leaders to support the rhythm of business (ROB), space planning, and headcount/budget planning and maintenance. To best support the team and leader, at least 50% of the time is required to work from the office in Sunnyvale, CA. You will be a vital member of the team, partnering with members and leaders while demonstrating Microsoft culture and values. This new group, Microsoft GenAI, works on creating novel state-of-the-art AI models, related infrastructure, and customization tooling. It collaborates deeply with OpenAI and many Microsoft teams across the company, such as Azure AI Platform, Microsoft Research, and numerous product groups. 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. In alignment with our Microsoft values, we are committed to cultivating an inclusive work environment for all employees to positively impact our culture every day.Responsibilities
- Calendar Management: Provides strategic calendar management and time planning support for manager and additional team calendars when needed. Manages calendar, meeting preparation, and logistics based on knowledge of manager and business needs.
- Cross-Functional Collaboration and Communication: Strengthens their network (internally and externally) across organizations to enable their team and leader's work. Uses executive maturity and independent insight judgment, discretion, business insights, and perspectives to direct and prepare staff to distribute information to their teams and/or supported leader.
- Team Management Support (Headcount Management, Recruitment, Onboarding/ Offboarding): Collaborates with Global Talent Acquisition (GTA) to facilitate internal and external recruitment efforts, and partners with hiring managers to ensure an effective process. Supports intern and university recruitment for the broader organization (e.g., planning, placement). Creates committees to promote team experiences. Lands and delegates 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. Provides high-level support for a seamless executive onboarding experience.
- Event Coordination and Logistics: Manages, plans, and develops events. Takes responsibility for event outcomes and demonstrates executive presence. Leads a team of event planners if needed. 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.
- 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. Educates administrative team on Microsoft Policy to ensure compliancy across team/division/organization and escalates issues as needed. Functions as interim approver for executive office when needed.
- Rhythm of Business (ROB): Partners with senior leader(s) and Chiefs of Staff on building and managing annual rhythm of business (ROB), including fiscal year calendar and executive meeting schedule (e.g., Human Resources [HR] cad
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