Executive Business Administrator - MAI

Overview
Microsoft AI is hiring an Executive Business Administrator to provide high‑impact, strategic administrative support to VPs. This role blends hands‑on operational delivery with proactive program and project support: you will manage complex multi‑time‑zone calendars, coordinate headcount and budget processes, run rhythms of business, lead events, travel for global meetups, and partner with the workplace team on onboarding, and space planning. The ideal candidate thrives in a fast‑paced, changeable environment, anticipates needs, and uses creativity and process improvements to enable leaders and teams to focus on mission‑critical work.

Microsoft Superintelligence Team
Microsoft Superintelligence team’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.This role is part of Microsoft AI's Superintelligence Team. The MAIST is a startup-like team inside Microsoft AI, created to push the boundaries of AI toward Humanist Superintelligence—ultra-capable systems that remain controllable, safety-aligned, and anchored to human values. Our mission is to create AI that amplifies human potential while ensuring humanity remains firmly in control. We aim to deliver breakthroughs that benefit society—advancing science, education, and global well-being. We’re also fortunate to partner with incredible product teams giving our models the chance to reach billions of users and create immense positive impact. If you’re a brilliant, highly-ambitious and low ego individual, you’ll fit right in—come and join us as we work on our next generation of models!

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.


Key Responsibilities

• Strategic calendar and meeting management — Proactively manage complex, evolving calendars across multiple time zones for one primary leader and up to two additional leaders; prepare agendas, briefing materials, and meeting logistics to maximize decision‑making time.
• Meeting follow‑through and action tracking — Circulate agendas, capture notes, collate and track actions and deliverables, and ensure timely follow‑up across stakeholders.
• Operational excellence and continuous improvement — Own day‑to‑day operational tasks and processes, identify gaps, propose scalable solutions, and leverage productivity and AI tools to increase efficiency.
• Headcount and onboarding support — Partner with Talent Acquisition and hiring managers on recruitment, intern/university programs, onboarding, and offboarding; manage equipment provisioning, security groups, and new‑hire setup.
• Budget and 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; may travel with executives and remain on‑call as needed.
• Space planning and facilities liaison — Partner with the Workplace team on desk assignments, restacks, and build‑outs; use utilization data to plan future space needs and negotiate solutions with facilities partners.
• Cross‑functional communication and stakeholder management — Draft team communications, build strong relationships across the organization, and represent leaders with discretion and executive maturity.
• Community and mentorship — Share best practices, mentor other administrative professionals, and contribute to the growth of the Business Support discipline.

Candidate Profile
You are a resilient Executive Business Administrator with proven experience in fast‑paced, dynamic environments. Energetic and enthusiastic, you are committed to growing your career by enabling leaders and teams to do their best work. Colleagues describe you as positive, warm, trustworthy, and efficient, with a can‑do mindset and a strong appetite to learn.

• Proactive problem solver — a self‑starter who anticipates needs, identifies issues early, and implements practical solutions without direction.
• Highly organised — excels at prioritising 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 — meticulous attention to detail and consistent follow‑through on tasks, actions, and documentation.
• Strong communicator — clear, concise writing and active listening; high emotional intelligence when working with senior leaders and cross‑functional teams.
• Relationship builder — fosters trust across teams, collaborates effectively, and represents leaders with professionalism and discretion.
• Continuous improver — curious about new tools and workflows, proactively seeks time‑saving solutions and drives process improvements.
• Technical familiarity — experience with Microsoft Office, Teams, and Slack is strongly preferred but not required.

Qualifications
Required Qualifications

• Bachelor's Degree in relevant field (e.g., Liberal Arts, Business Administration, Management, Computer Science) AND 3+ years experience in financial management, business planning, operations management, strategy, project management, human resources, or business-related roles
• OR equivalent experience.

Preferred Qualifications

• Master's Degree in relevant field (e.g., Liberal Arts, Business Administration, Management, Computer Science) AND 3+ years experience in financial management, business planning, operations management, strategy, project management, human resources, or business-related roles OR Bachelor's Degree in relevant field (e.g., Liberal Arts, Business Administration, Management, Computer Science) AND 5+ years experience in financial management, business planning, operations management, strategy, project management, human resources, or business-related roles
• OR equivalent experience.

Business Management IC3 - The typical base pay range for this role across the U.S. is USD $76,800 - $151,900 per year. There is a different range applicable to specific work locations, within the San Francisco Bay area and New York City metropolitan area, and the base pay range for this role in those locations is USD $95,000 - $123,400 per year.