Executive Business Administrator - MAI

Microsoft AI•Mountain View, CA

4d•$76,800 - $151,900

About The Position

Microsoft AI is hiring an Executive Business Administrator to provide high-impact, strategic administrative support to vice presidents. The position combines hands-on operational delivery with program and project support, including complex calendar management across time zones, headcount and budget processes, business rhythms, events, travel, onboarding, and space planning. The role calls for someone who anticipates needs, improves processes, and enables leaders and teams to focus on mission-critical work. This role is part of Microsoft AI’s Superintelligence Team, a startup-like team within Microsoft AI working toward controllable, safety-aligned AI grounded in human values. The team aims to develop AI that amplifies human potential while keeping humanity in control and advancing science, education, and global well-being. Microsoft describes its culture as grounded in respect, integrity, accountability, inclusion, growth mindset, innovation, and collaboration. The successful candidate is resilient, proactive, organized, adaptable, detail-oriented, and comfortable working in a fast-paced, changing environment. Strong communication, relationship-building, discretion, and continuous improvement are important. Familiarity with Microsoft Office, Teams, and Slack is preferred but not required. The typical U.S. base pay range is $76,800–$151,900 per year. The stated base pay range for the San Francisco Bay Area and New York City metropolitan area is $95,000–$123,400 per year. Certain roles may be eligible for benefits and other compensation. The position will be open for at least five days, with applications accepted on an ongoing basis until filled.

Requirements

Bachelor’s degree in a relevant field and 3+ years of experience in financial management, business planning, operations management, strategy, project management, human resources, or business-related roles, or equivalent experience.
Proactive problem-solving skills, including anticipating needs, identifying issues early, and implementing practical solutions independently.
Strong organization and prioritization skills, including managing competing demands and deadlines and setting clear expectations.
Ability to adapt to ambiguity and rapid change while maintaining quality.
Meticulous attention to detail and consistent follow-through on tasks, actions, and documentation.
Clear, concise written communication, active listening, and emotional intelligence when working with senior leaders and cross-functional teams.
Ability to build trust, collaborate effectively, and represent leaders with professionalism and discretion.

Nice To Haves

Master’s degree in a relevant field and 3+ years of experience in financial management, business planning, operations management, strategy, project management, human resources, or business-related roles, or equivalent experience.
Bachelor’s degree in a relevant field and 5+ years of experience in financial management, business planning, operations management, strategy, project management, human resources, or business-related roles, or equivalent experience.
Experience with Microsoft Office, Teams, and Slack; strongly preferred but not required.
Curiosity about new tools and workflows and a proactive approach to time-saving solutions and process improvement.

Responsibilities

Proactively manage complex, evolving calendars across multiple time zones for one primary leader and up to two additional leaders; prepare agendas, briefing materials, and meeting logistics.
Circulate agendas, capture meeting notes, track actions and deliverables, and ensure timely follow-up across stakeholders.
Own day-to-day operational tasks and processes, identify gaps, propose scalable solutions, and use productivity and AI tools to improve efficiency.
Partner with Talent Acquisition and hiring managers on recruitment, intern and university programs, onboarding, and offboarding; manage equipment provisioning, security groups, and new-hire setup.
Manage expense documentation, purchase orders, statements of work, reimbursements, and basic budget tracking while ensuring policy compliance.
Plan and execute internal and external events, including off-sites and seminars.
Arrange complex domestic and international travel, visas, and detailed itineraries; travel with executives and remain on call as needed.
Partner with the Workplace team on desk assignments, restacks, and build-outs; use utilization data to plan future space needs and work with facilities partners on solutions.
Draft team communications, build cross-organizational relationships, and represent leaders with discretion and executive maturity.
Share best practices, mentor other administrative professionals, and contribute to the growth of the Business Support discipline.