Executive Assistant

Please note that this is a contract role providing services to Microsoft through external staffing partners of Allegis Global Solutions (AGS). If you are selected for this role, you will be employed by AGS and will not be an employee of Microsoft.

This is a Business Administrator role within the EMEA Technical Services Organisation, supporting a VP based in Rome along with additional senior leaders across the leadership team. The position is primarily focused on proactive and complex calendar management, ensuring seamless scheduling across multiple time zones, coordinating international travel, managing expenses, and supporting procurement activities. Working within a small, senior, and largely self‑sufficient team, the role requires someone who is highly organised, detail‑oriented, and comfortable operating independently with minimal guidance.

The successful candidate will bring a positive attitude, strong communication skills, and the ability to build effective relationships with stakeholders across the UK and Europe, while maintaining high levels of confidentiality and ensuring smooth day‑to‑day operations for leadership.

• Manage complex calendars for leadership team members
• Schedule meetings across multiple time zones (EMEA/global)
• Coordinate international travel (flights, hotels, transport, visas)
• Submit and track expense reports
• Raise and manage purchase orders (POs)
• Support meeting preparation (materials, presentations)
• Act as a proactive point of contact for leadership admin needs

• 5+ years of experience supporting senior leadership (Director/VP level)
• Strong calendar/diary management (high volume, complex scheduling)
• Experience with expense management
• Basic procurement / PO handling
• Proficiency in Outlook, Excel, and Power Point
• Ability to work independently in a remote/global setup
• Strong communication skills across stakeholders
• Highly organised and able to prioritise without guidance

• Experience in global/EMEA teams
• Background in large corporate or tech organisations
• Familiarity with internal tools/systems (expenses, procurement)
• Experience supporting multiple leaders simultaneously

• 4 to 6 years ideal
• Must have supported Director / VP-level stakeholders
• Must have experience with candidates from fast‑paced, global environments

11 months 25 days

Monday – Friday (Business Hours)

40 hours per week