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.
Role Summary
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.
Key Responsibilities
Executive Support
- Manage complex executive calendars across multiple time zones
- Prioritize meetings and resolve scheduling conflicts
- Prepare agendas, briefing materials, and meeting documentation
Meeting Management
- Coordinate meetings and leadership reviews
- Capture notes and action items
- Track deliverables and follow up with stakeholders
Travel & Events
- 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
Stakeholder Management
- Draft leadership communications
- Interface with senior executives and cross-functional teams
- Represent leaders professionally and confidentially
Team Contribution
- Share administrative best practices
- Support and mentor other administrative professionals
- Drive process improvements and efficiency initiatives
Must-Have Skills
Executive Support Experience
- 5+ years supporting senior executives, directors, VPs, or equivalent leaders
Complex Calendar Management
- Experience managing highly dynamic executive calendars
Travel Coordination
- Extensive domestic and international travel booking experience
- Visa and itinerary management
Administrative Operations
- Expense management
- Purchase orders and reimbursement processes
- Meeting coordination and action tracking
Communication Skills
- Ability to interact confidently with senior leadership
Organizational Skills
- Ability to manage multiple priorities simultaneously
- Strong attention to detail
- Excellent follow-through
Soft Skills
- Proactive
- Adaptable
- Resilient
- High emotional intelligence
- Discreet with confidential information
Nice-to-Have Skills
- 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
Experience Level Guidance
Ideal Experience
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.
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