Administrative Assistant; West Coast

Job Description

The main function of an administrative assistant/executive assistant is to provide high-level administrative support by conducting research, handling information requests and performing clerical functions. A typical administrative assistant acts as information and communication managers for an office. Provide executive administrative support for a senior leader, including proactive calendar management, meeting scheduling and logistics, expense reporting, travel coordination, and handling day to day operational requests.

The role partners closely with the leader, their extended leadership team, and other admins to ensure meetings, deadlines, and deliverables are managed smoothly. The day includes prioritizing competing requests, anticipating needs, coordinating across time zones, and maintaining discretion on sensitive information. The purpose of this team is to support a large sales organization by managing team wide rhythms of business, including calendars, recurring meetings (e.g., MBRs, executive briefings), planning and execution of FY27 rhythms of business, and coordination of internal events.

This role will contribute to managing team wide rhythms of business across a large sales organization, including ownership of calendars, recurring meetings, and monthly business reviews. The contractor will support forward planning by building out the fiscal year calendar and rhythm of business using existing models, as well as assist with internal event planning and logistics. Additional responsibilities include operational support such as distribution group management and ad hoc projects as needed.

• Supervise general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
• Review and approve invoices, reports, memos, letters, financial statements, and other documents.
• Review and approve corporate documents, records, and reports.
• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
• Prepare agendas and make arrangements for committee, board and other meetings.

We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment regardless of their race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances.

• 10 years of working experience
• 5+ years of experience in executive calendar management & meeting coordination
• 5+ years of experience with expense reporting and travel coordination using corporate tools
• 5+ years of experience utilizing Microsoft 365 tools including Outlook, Teams, Word, Excel, and Power Point
• Experience supporting executives in an enterprise level environment
• Organized, calm under pressure, and able to operate independently with minimal direction
• High school diploma or GED
• Experience coordinating recurring meetings such as MBRs and executive briefings
• Involvement in forward planning or fiscal year calendar build-out
• Exposure to internal event coordination and operational support
• Prior experience at MSFT is highly preferred