Administrative Assistant 4 (contract)

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.

Additional Details:

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

Financial Administration

• 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
• Mentor junior administrative professionals
• 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
• Multi-time-zone scheduling

Travel Management

• Complex international travel planning
• Visa and documentation coordination
• Executive travel support

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
• Prior Microsoft experience
• 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 i…