Executive Administrative Assistant (contract)

Job Description

ABOUT JOB

This is a dynamic and impactful opportunity to support senior leadership within a team dedicated to fostering culture and inclusion across a global organization. The ideal candidate is a highly organized, proactive, and discreet professional who thrives in fast-paced environments and excels at anticipating the needs of executives before they arise. This role blends strategic administrative support with operational excellence, requiring someone who can seamlessly manage complex, ever-changing schedules, coordinate international travel, oversee team logistics, and serve as a trusted liaison across multiple business functions. The position offers meaningful exposure to culture and inclusion initiatives while providing critical support to two General Managers and their broader leadership team. Success in this role demands exceptional attention to detail, strong cross-functional communication skills, the ability to work effectively across time zones, and a genuine passion for enabling leaders and teams to do their best work.

Job Responsibilities:

• Provide strategic calendar management and time planning support for two General Managers, resolving scheduling conflicts and protecting time aligned to business priorities
• Confirm and prepare all meeting logistics, including room bookings, audio-visual setup, agenda distribution, and pre-read materials
• Manage end-to-end domestic and international travel arrangements, including accommodations, transportation, security, visa documentation, and immunization records
• Serve as an on-call resource to address and resolve issues that arise during business travel
• Identify patterns in business operations and proactively propose improvements to existing processes
• Collaborate with Global Talent Acquisition and hiring managers to facilitate recruitment and onboard new hires, including equipment setup, workstation preparation, and distribution list management
• Support General Managers in managing headcount activities, including transfers, departures, reporting, and transactions within headcount management tools
• Plan, coordinate, promote, and support internal and external events, serving as a point of contact for unforeseen circumstances and managing post-event closeout activities
• Oversee equipment planning and serve as interim approver for expense approvals, preparing expense reports on behalf of General Managers
• Support discretionary budget planning and reporting, including morale, hardware, supplies, and vendor and supply management
• Develop and maintain strong relationships with stakeholders across the organization, including Human Resources, Finance, and business support professionals
• Serve as a liaison between executives and cross-functional teams to enable effective communication and collaboration

Requirements:

• Minimum of 8 years of experience in executive calendar and meeting management
• Minimum of 8 years of experience in travel coordination and expense management, including booking, itinerary development, and expense reporting tools
• Minimum of 8 years of experience in budget tracking, administration, and reporting
• Prior experience supporting multiple executives simultaneously in a large, matrixed organization
• Prior experience at Microsoft strongly preferred
• Demonstrated stable and consistent work history
• Experience supporting or working within Human Resources, Culture, or Inclusion-focused teams is a plus
• Bachelor’s degree in Business Administration, Communications, Human Resources, or a related field preferred
• Expert-level executive calendar management, including conflict resolution and priority-based time protection across multiple time zones
• Budget tracking, expense reporting, and discretionary spend administration
• Strong event planning and coordination capabilities, including pre-event logistics and post-event reporting
• Exceptional attention to detail with the ability to manage multiple competing priorities simultaneously
• Ability to handle confidential and sensitive information with the utmost discretion
• Strong cross-functional communication and stakeholder management skills
• Proactive problem-solving and anticipatory thinking in support of senior leadership
• Familiarity with corporate systems for travel, expenses, and headcount management

Additional Details:

• Location: Remote
• Duration: 17 months
• Pay Range*: $39.50 – $45 per hour
• Weekly Schedule: 40 hours
• This role is eligible for the following benefits:

• Medical, dental & vision
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Company paid Basic Life and AD&D as well as voluntary Life & AD&D for the employee and dependents)
• Company paid short and long-term disability

   

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