Executive Business Administrator

Overview

We are seeking an experienced and strategically minded Executive Business Administrator to support two Vice Presidents in Microsoft Research. This individual will excel in complex decision-making, operate with impeccable discretion and proactivity, and anticipate business needs in a fast-paced, high-stakes environment.

This Executive Business Administrator will manage a highly dynamic executive office, partner across the organization, and serve as a culture carrier within the Business Support community.

This role requires working hours that overlap with Pacific Time (PST) by at least 3 hours.

At Microsoft, our mission—to empower every person and every organization on the planet to achieve more—guides how we partner with customers to deliver trusted, impactful solutions. With a growth mindset culture, we innovate responsibly and measure success by shared progress—people, teams, and customers. Join us to do meaningful work that changes the world and helps shape what’s next for everyone.

Responsibilities

• Strategic Calendar & Meeting Management: Provide strategic calendar management, balancing complex priorities, business-critical engagements, and sensitive topics. Exercise independent judgment to prioritize requests, manage escalations, and ensure the executive is prepared for all engagements. Represent the executives with maturity, discretion, and executive presence when engaging internal and external leaders.
• Cross-Functional Collaboration & Communication: Liaise between the executive, organizational leadership team (LT), Executive Assistants (EAs), central teams, partner organizations, and external stakeholders. Navigate sensitive and confidential matters with diplomacy and impeccable judgment. Adhere to administrative policies and procedures to ensure full and consistent compliance. Champion an inclusive, high-morale culture that reflects Microsoft's values.
• Expense Management: Own expense management for the executive’s office. Serve as an interim expense approver for executive’s LT and partner closely with business managers to ensure expenses are submitted in a compliant and timely manner.
• Executive Travel Management: Coordinate complex global travel, including flights, accommodations, security, visas, and briefings. Create detailed itineraries aligned with trip objectives and stakeholder expectations. Provide rapid response and on-call support during travel, resolving issues with urgency and calm. Communicate proactively with internal and external partners to ensure trip success.

Qualifications

Required Qualifications

• 5+ years Administrative, Business Support, or customer service experience in an environment with an emphasis on scheduling meetings/events, travel management, and administration work for executive/upper-level management.

Preferred Qualifications

• Extensive experience supporting senior executives in a complex, high-growth, or matrixed environment.
• Demonstrated experience with strategic calendar management.
• Exceptional written, verbal, and interpersonal communication skills.
• Proven ability to handle confidential and sensitive information with discretion.
• Demonstrated business judgment, analytical skills, and ability to operate autonomously.
• Experience coordinating complex domestic and international travel.

Key skills/competency

• Executive Support
• Strategic Calendar Management
• Travel Coordination
• Expense Management
• Cross-functional Collaboration
• Communication Skills
• Discretion & Confidentiality
• Proactive Problem Solving
• Microsoft Office Suite
• Business Acumen