Executive Business Administrator

About the role

The Search organization is seeking an experienced Executive Assistant to support the President of Search and a global team of approximately 1,800 employees. The role demands a highly capable, adaptable professional who thrives in a fast‑paced, evolving environment, exercises confidence, discretion, and a calm sense of urgency. The successful candidate will demonstrate solid judgment, executive presence, and the ability to operate independently while staying closely aligned with leaders and key stakeholders. Responsibilities include managing multiple priorities, meeting deadlines, communicating clearly in a global setting, handling confidential information with integrity, and proactively removing barriers to enable leadership and team success.

Responsibilities

• Executive & Calendar Management
  • Provide highly strategic calendar management for high‑profile, high‑risk, large‑scale impact meetings, maintaining the highest degree of confidentiality.
  • Use discretion to prioritize customer/partner meetings and urgent escalations while balancing the overall rhythm of business.
  • Lead multiple decision‑making processes in partnership with stakeholders and peers.
  • Adapt to shifting priorities, represent the leader, and model judgment calls for less‑experienced colleagues.
• Event Planning & Logistics
  • Own end‑to‑end planning and execution of meetings and events, including work‑back schedules, logistics, vendor coordination, and post‑event follow‑up.
  • Proactively resolve issues and partner with stakeholders to ensure successful outcomes.
  • Capture learnings and recommend improvements for future events.
• Space Planning & Management
  • Assign space to leaders, suggest floor‑layout plans based on team structure, collaboration needs, headcount changes, and business priorities.
  • Lead space‑planning processes, including desk assignments, office locations, conference rooms, and remote/location status.
  • Oversee group moves, restacks, and space transitions, addressing escalations as needed.
  • Serve as liaison between AI Experiences space planner and Search Admin/leadership teams, cascading decisions to the Business Support team.
• Process, Policy & Systems Fluency
  • Develop and maintain solid understanding of organizational processes, tools, and policies (e.g., recruiting, onboarding, headcount, finance, travel).
  • Guide, support, and educate peers and stakeholders to enable smooth execution rather than taking on tasks directly.
  • Identify process gaps and recommend improvements that enhance clarity, efficiency, and scalability across the Business Support function.
• Travel Management
  • Manage domestic and international travel arrangements for the leader and executive office, including accommodations, transportation, security, and itineraries.
  • Build detailed agendas to maximize trip productivity and ensure alignment across stakeholders.
  • Serve as an escalation point during travel and ensure compliance with travel, tax, and documentation requirements.
  • Coach colleagues on travel processes and policies; provide onsite support for major events as needed.
• Discipline Growth and Development
  • Participate actively in the Business Support community, mentor professionals, and lead team‑experience activities and onboarding.
  • Identify and promote growth opportunities for self and team, assess capabilities, and foster a growth‑mindset environment.
  • Share proven practices and insights, building diverse and inclusive Business Support teams through networking, coaching, training, and interviewing.
• Discretionary Budget Management
  • Partner with Business Managers to plan, track, and manage discretionary budgets (events, morale, travel, hardware, supplies).
  • Translate budget plans into clear execution, coordinating the Business Support team to deliver against priorities.
  • Ensure accurate expense tracking, documentation, policy compliance, and timely issue resolution.
  • Apply solid understanding of financial processes, systems, and policies to guide peers and stakeholders.

Qualifications

• Required
  • 7+ years of administrative, business support, or customer service experience with an emphasis on scheduling meetings/events, travel management, and executive/upper‑level administration.
• Preferred
  • Bachelor’s degree in a relevant field (e.g., Business Administration, Human Resources, Marketing, Communications, Psychology, Sociology) or equivalent experience.
  • 4+ years serving as a mentor or direct/indirect supervisor.
  • 5+ years experience reviewing and managing administrative budgets (events, morale, travel, training).
  • Comfortable conducting basic data analysis using Excel functions such as VLOOKUP and PivotTables.
  • Demonstrated experience leading and fostering a business support community, influencing and coordinating peers without direct people‑management responsibility.

Pay

The typical base pay range for this role across the United States is USD $33.89 – $67.16 per hour. For locations in the San Francisco Bay Area and New York City metropolitan area, the range is USD $45.67 – $73.65 per hour. Certain roles may also be eligible for additional benefits and compensation.

Benefits

Eligibility for benefits and other compensation varies by role. Additional information on benefits and pay can be found at Microsoft corporate pay page.