Administrative Assistant 3

London, England, United Kingdom (On-site)

Contract (8 months 26 days)

Published 2 days ago

Travel & Event Coordination

Budget, Expenses & Business Support

Administrative Operations & Project Coordination

Executive Calendar & Stakeholder Management

Communication & Relationship Building

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.

Microsoft AI is hiring an experienced Executive Business Partner (Executive Assistant) to support two senior leaders based in London:

Product Lead - Models

This person will manage complex calendars, travel, meetings, expenses, events, and executive communications in a fast-moving AI organization. The ideal candidate is highly organized, proactive, calm under pressure, and experienced supporting senior executives in a dynamic environment.

• Manage complex executive calendars across multiple time zones
• Prioritize meetings and resolve scheduling conflicts
• Prepare agendas, briefing materials, and meeting documentation

• Coordinate meetings and leadership reviews
• Capture notes and action items
• Track deliverables and follow up with stakeholders

• Organize domestic and international travel
• Manage visas, itineraries, and travel logistics
• Coordinate offsites, leadership events, and seminars
• Process expenses and reimbursements
• Manage purchase orders and Statements of Work (SOWs)
• Assist with budget tracking and compliance processes

• Draft leadership communications
• Interface with senior executives and cross-functional teams
• Represent leaders professionally and confidentially

• Share administrative best practices
• Support and mentor other administrative professionals
• Drive process improvements and efficiency initiatives

• 5+ years supporting senior executives, directors, VPs, or equivalent leaders

• Experience managing highly dynamic executive calendars

• Extensive domestic and international travel booking experience
• Visa and itinerary management

• Expense management
• Purchase orders and reimbursement processes
• Meeting coordination and action tracking

• Ability to interact confidently with senior leadership

• Ability to manage multiple priorities simultaneously
• Strong attention to detail
• Excellent follow-through

• Proactive
• Adaptable
• Resilient
• High emotional intelligence
• Discreet with confidential information

• Experience supporting executives in technology companies
• Experience working in AI, software, engineering, or product organizations
• Familiarity with Microsoft Office suite
• Experience supporting multiple executives simultaneously
• Event planning experience
• Experience mentoring junior administrative professionals

5-10+ years as:

• Executive Assistant
• Executive Business Partner
• Senior Administrative Assistant
• Chief of Staff Assistant
• Executive Operations Coordinator

End Date - 30 June 2027

Weekly

Schedule:

40 hours

As a workplace, Allegis Global Solutions focuses on relationships – with each other, our clients and our candidates. In fact, serving others is one of our core values. We support open communication and recognize that giving constructive criticism can be even harder than receiving it. We appreciate the fearless and the passionate, who force us to be better. Everything we do sits on a pillar of diversity, equity and inclusion - diverse perspectives, backgrounds and ideas achieve innovation and make us successful.

Please note that we may use artificial intelligence (AI) tools to screen, assess, or select applicants for this position. These tools may analyse 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.