#161868-1

Job Title: Administrative Assistant, CoreAI Platform Organization

Location: HYBRID up to 3 days onsite, Mondays & events required.

Rate: $28-$30/ hour

Duration: Through 6/30/26 - extension expected based on performance and budget

The Core AI Platform Organization is seeking an experienced Administrative Assistant to provide high‑impact administrative and operational support to a Corporate Vice President and a fast‑growing AI engineering organization. This role delivers foundational support that enables AI teams to operate efficiently while contributing directly to the advancement of cutting‑edge AI initiatives. The position supports a smaller Core AI leadership team while also serving as backup administrative coverage across the broader Core AI administrative group as needed.

Key Responsibilities

• Provide executive calendar management support for a CVP, including complex scheduling, prioritization, and coordination across multiple stakeholders
• Arrange travel and manage expense reporting with a high degree of accuracy and compliance
• Proactively assess shifting business priorities and adjust schedules to ensure optimal time allocation
• Partner and collaborate across the Core AI administrative team and broader organization
• Work closely with HR, Staffing, Finance, and Facilities to support operational needs
• Manage headcount activities including tracking open roles, creating requisitions, onboarding new hires, and maintaining headcount tools and distribution lists
• Coordinate space planning and allocation, including individual and group moves and compression planning
• Procure and manage equipment for new hires and refresh cycles, including asset tracking, custodian updates, cost center alignment, and equipment transfers
• Review operating budgets and spend, identify risks or near‑overages, and partner with Finance to resolve discrepancies
• Act as interim approver for team expense reports, ensuring proper coding and policy adherence
• Plan and execute offsites, morale events, All‑Hands meetings, and other organizational events
• Maintain awareness of business rhythms and ship cycles to anticipate support needs, spend, and scheduling requirements
• Provide general administrative support across Core AI as required

Unique Selling Points

• Direct involvement in the AI Platform organization, working at the forefront of artificial intelligence innovation
• Opportunity to support senior leadership and high‑visibility AI initiatives
• Exposure to newly deployed Microsoft internal tools and evolving operational processes
• Collaborative, energetic team environment where administrative impact directly supports AI advancement

Performance will be measured through regular check‑ins with the vendor manager. The expectation is that the individual can quickly learn assigned tasks and operate independently within a short ramp‑up period. Ongoing feedback will be delivered through the vendor management process.

Required Skills and Qualifications

Education

• Bachelor’s degree or equivalent professional experience preferred

Experience

• Demonstrated success in executive or senior‑level administrative support within a fast‑paced, enterprise technology environment
• Recent experience supporting Microsoft leaders or teams in an administrative or business administrator capacity is required
• Hands‑on experience onboarding new hires, managing equipment, and supporting team operations
• Exposure to budget tracking, purchase orders, and operational finance processes preferred

Core Skills

• Advanced proficiency with Microsoft Outlook, including complex calendar management
• Strong working knowledge of Microsoft enterprise tools such as Employee Central, TA Hub, HR Insights, MSS, Informa, GMMs, and MS Space
• High level of organizational, project coordination, and multitasking capability
• Strong verbal and written communication skills across distributed teams
• Ability to operate independently, manage ambiguity, and respond with appropriate urgency
• High degree of discretion, professionalism, and confidentiality
• Strong customer service orientation and cross‑team collaboration skills
• Technical aptitude to support equipment ordering and answer general setup questions

Candidate Requirements

• Prior Microsoft experience in an administrative or business administrator role is mandatory
• Candidates with outdated Microsoft experience or no prior Microsoft experience will be disqualified
• Ability to lift and move standard office equipment such as computers and peripherals