Executive Business Administrator, CoreAI

Microsoft•Redmond, WA

22h•$31 - $74

About The Position

This role is critical to driving operational excellence across CoreAI by providing strategic business support, workforce management, project coordination, and organizational operations. The successful candidate will embody CoreAI's commitment to innovation, accountability, collaboration, customer focus, and continuous improvement while serving as a trusted partner to leaders and cross-functional stakeholders. The ideal candidate brings strong business acumen, exceptional organizational skills, sound judgment, and the ability to anticipate needs, solve complex problems, and drive execution with excellence.

Requirements

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.
Ability to meet Microsoft, customer and/or government security screening requirements are required for this role.
Microsoft Cloud Background Check: This position will be required to pass the Microsoft Cloud background check upon hire/transfer and every two years

Nice To Haves

5+ years of successful Executive Business Administrator experience supporting senior leaders within a complex, global organization.
Proven ability to manage complex priorities while delivering high-quality results in a fast-paced environment.
Strong project management, organizational, and problem-solving skills.
Excellent written, verbal, and interpersonal communication skills.
Demonstrated ability to influence and collaborate effectively across all levels of an organization.
Experience handling highly confidential information with discretion and professionalism.
Ability to exercise sound judgment, navigate ambiguity, and proactively drive solutions.
Strong customer and stakeholder focus with a commitment to operational excellence.
Advanced calendaring, planning, and organizational management capabilities.
Experience partnering across HR, Finance, Staffing, Facilities, and Business Operations functions.
Exceptional attention to detail and ability to identify and resolve issues proactively.
Demonstrated success operating in highly dynamic and rapidly changing environments.
Strong collaboration and relationship-building skills across distributed teams.
Proficiency with Microsoft 365 applications, including Outlook, Excel, Word, Teams, and related business systems.
Experience with enterprise systems and tools such as Employee Central, TA Hub, HR Insights, MSS, Informa, and MS Space.

Responsibilities

Partner closely with CoreAI leadership, Executive Business Administrators, HR, Staffing, Finance, Facilities, and other cross-functional teams to deliver operational excellence and support business priorities.
Drive coordination across multiple stakeholders to ensure alignment, execution, and effective communication of organizational initiatives.
Develop a deep understanding of CoreAI's business rhythms, organizational priorities, and operating cadence to proactively anticipate needs and remove barriers to execution.
Manage headcount administration activities, including position tracking, requisition creation, onboarding support, and workforce-related reporting.
Maintain accuracy across headcount tools, organizational distribution lists, and workforce records.
Partner with Staffing, HR, and Finance teams to support workforce planning and organizational changes.
Facilitate a seamless onboarding experience for new employees, ensuring readiness and successful integration into the organization.
Manage space planning and allocation activities, including office moves, seating assignments, and workplace optimization initiatives.
Anticipate and proactively address space constraints and organizational growth needs.
Oversee equipment procurement and lifecycle management, including asset tracking, transfers, custodian updates, and refresh programs.
Ensure operational processes align with company policies, compliance requirements, and budget expectations.
Monitor operating expenses and budgets, identifying potential risks, variances, and opportunities for optimization.
Partner with Finance to maintain reporting accuracy and support sound fiscal management practices.
Review and approve expenses as needed, ensuring adherence to company policies, coding standards, and financial controls.
Support forecasting and planning processes that enable responsible stewardship of organizational resources.
Lead planning and execution of leadership meetings, team offsites, All Hands events, employee engagement initiatives, and organizational programs.
Deliver exceptional event experiences that foster collaboration, inclusion, connection, and team effectiveness.
Coordinate logistics, budget management, communications, and operational support for team and organizational events.
Align event planning with business priorities, product milestones, and organizational objectives.
Act as CoreAI Space Manager for the CoreAI primary hubs (Redmond, Bay Area, NYC, Boston)
Maintain the space portfolio across the hubs, including current seating, open requests, and future space needs.
Partnering with RE&S on moves, seating strategies, audits, and space-related asks.
Building relationships with CoS, business managers, and admin teams so I can better understand what teams need before changes happen.
Keeping an eye on org changes, team moves, and seating requests that may impact CoreAI space planning.