London, England, United Kingdom (Hybrid)
Contract (1 year)
Published 1 day ago
Travel & Events
Executive Support
Team Contribution
Meeting & Project Coordination
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: the MAI Futures Lead and the Product Lead - Models.
This is a highly visible role where the successful candidate will manage complex calendars, executive travel, meetings, events, budgets, and stakeholder communications. The environment is fast-moving, constantly changing, and requires someone who can anticipate problems before they happen and keep senior leaders highly effective.
Location: London (Regent Street)
Working Model: 4 days office / 1day WFH
Contract End Date :6 December 2027
Pay Range: £185 - £208 / Daily (PAYE)
Weekly Schedule: 40 hours
Key Responsibilities
Executive Support
Manage multiple complex calendars and competing priorities
Coordinate meetings across international time zones
Prepare agendas, briefing documents, and meeting materials
Protect executive time and proactively resolve scheduling conflicts
Meeting & Project Coordination
Organize leadership meetings and reviews
Capture meeting notes and key actions
Track follow-ups and ensure stakeholders complete commitments
Monitor deadlines and escalations
Travel & Events
Manage complex international and domestic travel arrangements
Coordinate visas, itineraries, accommodations, and logistics
Plan offsites, leadership events, seminars, and team gatherings
Support executives during travel when required
Process expenses and reimbursements
Support purchase orders and SOW administration
Maintain budget trackers and documentation
Ensure compliance with company processes
Stakeholder Management
Communicate with senior leaders, internal teams, and external partners
Draft emails and executive communications
Represent leadership professionally and confidentially
Build trusted relationships across the business
Team Contribution
Share administrative best practices
Improve operational processes and efficiency
Must-Have Skills
Executive Support Experience
5+ years supporting senior executives, directors, VPs, or equivalent leaders
Advanced Calendar Management
Managing extremely busy executive calendars
Prioritization and conflict resolution
Travel Management
Visa and documentation coordination
Organizational Skills
Managing multiple priorities simultaneously
Strong attention to detail
Excellent follow-through and accountability
Communication
Professional written and verbal communication
Comfortable interacting with senior stakeholders
High discretion and confidentiality
Administrative Operations
Expense management
Budget tracking
Purchase order or procurement administration
Nice-to-Have Skills
Experience in AI, technology, SaaS, or startup environments
Experience supporting highly technical executives
Event planning and large-scale offsite coordination
Mentoring administrative staff
Process improvement initiatives
Experience supporting multiple executives simultaneously
Experience Level Guidance
5-10+ years of Experience
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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Administrative Assistant 4 (contract) employer: Microsoft Corporation
At Microsoft AI, we pride ourselves on being an exceptional employer, particularly for those passionate about health technology and artificial intelligence. Our inclusive work culture fosters collaboration and innovation, providing ample opportunities for professional growth while working on transformative products that impact millions. Located in the UK, our team enjoys competitive compensation, comprehensive benefits, and a commitment to employee well-being, making it a rewarding place to advance your career.
