Executive Business Administrator

Microsoft Microsoft · Big Tech · Redmond, WA +1 · Business Support

This role is an Executive Business Administrator supporting a Corporate Vice President (CVP) and team within Microsoft's Discovery and Quantum division. The responsibilities include calendar management, operations support, onboarding/offboarding, financial management, travel coordination, and stakeholder relationship management. The role emphasizes organization, attention to detail, adaptability, and collaboration. While the team works in AI and the role may leverage AI tools, the core function is administrative support, not direct AI/ML development or research.

What you'd actually do

  1. Manage complex executive calendars across multiple time zones; coordinate meetings, agendas, and briefing materials.
  2. Support daily business operations, identify efficiencies, and leverage technology and AI tools to improve productivity.
  3. Partner with hiring teams to support recruitment, onboarding, and employee transitions; coordinate equipment and access setup.
  4. Manage expenses, purchase orders, reimbursements, vendor agreements, and budget tracking while ensuring compliance.
  5. Plan and execute team events, offsites, and meetings; coordinate domestic and international travel, including itineraries and visas.

Skills

Required

  • 7+ years of 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.

Nice to have

  • Bachelor's Degree in relevant field (e.g., Business Administration, Human Resources [HR], Marketing, Communications, Psychology, Sociology) OR equivalent experience.
  • 4+ years experience serving as mentor or direct/indirect (e.g., team leader) supervisor to others.
  • 5+ years experience reviewing and managing administrative budgets (e.g., for events, morale, travel, training).
  • Experience working in fast‑paced, dynamic environments, with the ability to stay organized, prioritize tasks, and exercise good judgment.
  • 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 prioritizing competing demands, managing multiple deadlines, and setting clear expectations with stakeholders.
  • Adaptable and calm under pressure; comfortable with ambiguity and rapid change, able to pivot priorities while maintaining quality.
  • Administrative excellence with meticulous attention to detail and consistent follow‑through on tasks, actions, and documentation.
  • Strong communicator with proven clear, concise writing and active listening skills as well as high emotional intelligence when working with senior leaders and cross‑functional teams.
  • Proven relationship builder, fostering trust across teams, collaborating effectively, and representing leaders with professionalism and discretion.
  • Demonstrated continuous improver; curious about new tools and workflows, proactively seeks time‑saving solutions and drives process improvements.
  • Technical familiarity with experience with Microsoft Office or similar technologies to effectively collaborate across the team.