Executive Administrative Assistant (Contract)
Please note that this is a contract role providing services to Microsoft through external staffing partners of Allegis Global Solutions. If you are selected for this role, you will be employed by AGS and will not be an employee of Microsoft.
Summary
This is a dynamic and impactful opportunity to support senior leadership within a team dedicated to fostering culture and inclusion across a global organization. The ideal candidate is a highly organized, proactive, and discreet professional who thrives in fast-paced environments and excels at anticipating the needs of executives before they arise. This role blends strategic administrative support with operational excellence, requiring someone who can seamlessly manage complex, ever-changing schedules, coordinate international travel, oversee team logistics, and serve as a trusted liaison across multiple business functions. The position offers meaningful exposure to culture and inclusion initiatives while providing critical support to two General Managers and their broader leadership team. Success in this role demands exceptional attention to detail, strong cross-functional communication skills, the ability to work effectively across time zones, and a genuine passion for enabling leaders and teams to do their best work.
Job 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
Requirements
- 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
- Prior experience at Microsoft strongly preferred
- Demonstrated stable and consistent work history
- 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
- 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
Additional Details
- Location: Remote
- Duration: 17 months
- Pay Range*: $39.50 - $45 per hour
- Weekly Schedule: 40 hours
- Job Status: Non-Exempt
- Application Deadline: Apply within 72 hours of the posting date to ensure consideration.
This Role Is Eligible For The Following 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
Benefits are subject to change and may be subject to specific elections, plan, or program terms.
AGS is an Equal Opportunity Employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.
If you require a reasonable accommodation related to the application or interview process due to a disability, please email accommodation@allegisglobalsolutions.com. This inbox is monitored solely for accommodation requests. For questions about open roles or to apply, please submit your application through the job posting, as this inbox is not monitored by recruiters and applications sent here will not be reviewed.
In accordance with the Immigration Reform and Control Act of 1986, employment is contingent upon verification of identity and authorization to work in the United States. All persons hired will be required to complete Form I-9 and provide acceptable documentation as required by law.
Please note that we may use artificial intelligence (AI) tools to screen, assess, or select applicants for this position. These tools may analyze application materials and assist our team in identifying candidates whose qualifications best match the requirements of the role. If you have questions about our use of AI in the hiring process, or would like more information, please contact us.
- We reserve the right to pay above or below the posted wage based on factors unrelated to protected classifications.
Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.
