Administrative Assistant

Administrative Assistant, CoreAI Platform Organization

The Core AI Platform Organization is seeking an experienced Administrative Assistant to provide high-impact administrative and operational support to a Corporate Vice President and a fast-growing AI engineering organization. This role delivers foundational support that enables AI teams to operate efficiently while contributing directly to the advancement of cutting-edge AI initiatives. The position supports a smaller Core AI leadership team while also serving as backup administrative coverage across the broader Core AI administrative group as needed.

Key Responsibilities

• Provide executive calendar management support for a CVP, including complex scheduling, prioritization, and coordination across multiple stakeholders
• Arrange travel and manage expense reporting with a high degree of accuracy and compliance
• Proactively assess shifting business priorities and adjust schedules to ensure optimal time allocation
• Partner and collaborate across the Core AI administrative team and broader organization
• Work closely with HR, Staffing, Finance, and Facilities to support operational needs
• Manage headcount activities including tracking open roles, creating requisitions, onboarding new hires, and maintaining headcount tools and distribution lists
• Coordinate space planning and allocation, including individual and group moves and compression planning
• Procure and manage equipment for new hires and refresh cycles, including asset tracking, custodian updates, cost center alignment, and equipment transfers
• Review operating budgets and spend, identify risks or near-overages, and partner with Finance to resolve discrepancies
• Act as interim approver for team expense reports, ensuring proper coding and policy adherence
• Plan and execute offsites, morale events, All-Hands meetings, and other organizational events
• Maintain awareness of business rhythms and ship cycles to anticipate support needs, spend, and scheduling requirements
• Provide general administrative support across Core AI as required

Unique Selling Points

• Direct involvement in the AI Platform organization, working at the forefront of artificial intelligence innovation
• Opportunity to support senior leadership and high-visibility AI initiatives
• Exposure to newly deployed Microsoft internal tools and evolving operational processes
• Collaborative, energetic team environment where administrative impact directly supports AI advancement

Performance will be measured through regular check-ins with the vendor manager. The expectation is that the individual can quickly learn assigned tasks and operate independently within a short ramp-up period. Ongoing feedback will be delivered through the vendor management process.

Required Skills and Qualifications

Education

• Bachelor's degree or equivalent professional experience preferred

Experience

• Demonstrated success in executive or senior-level administrative support within a fast-paced, enterprise technology environment
• Recent experience supporting Microsoft leaders or teams in an administrative or business administrator capacity is required
• Hands-on experience onboarding new hires, managing equipment, and supporting team operations
• Exposure to budget tracking, purchase orders, and operational finance processes preferred

Core Skills

• Advanced proficiency with Microsoft Outlook, including complex calendar management
• Strong working knowledge of Microsoft enterprise tools such as Employee Central, TA Hub, HR Insights, MSS, Informa, GMMs, and MS Space
• High level of organizational, project coordination, and multitasking capability
• Strong verbal and written communication skills across distributed teams
• Ability to operate independently, manage ambiguity, and respond with appropriate urgency
• High degree of discretion, professionalism, and confidentiality
• Strong customer service orientation and cross-team collaboration skills
• Technical aptitude to support equipment ordering and answer general setup questions

Candidate Requirements

• Prior Microsoft experience in an administrative or business administrator role is mandatory
• Candidates with outdated Microsoft experience or no prior Microsoft experience will be disqualified
• Ability to lift and move standard office equipment such as computers and peripherals