Executive Administrative Assistant (contract)

Executive Administrative Assistant (Contract) Please note that this is a contract role providing services to Microsoft through external staffing partners of Allegis Global Solutions. If you are selected for this role, you will be employed by AGS and will not be an employee of Microsoft. Summary Microsoft is seeking Executive Business Administrators to support leaders in the Government, Defense and Intelligence industry. The successful candidate thrives working both independently and collaboratively, brings proven organizational and communication skills, and can effectively manage multiple workstreams in a fast‑paced, evolving environment. This role requires sound judgment, discretion, attention to detail, and a commitment to enabling team success. This role will serve as a key partner to the leadership team, with calendar management, travel coordination, budget management, meeting coordination, and special projects. A team‑first mindset and willingness to step in where required are essential.**Because of the industry, security clearance experience is desired (e.g., previously supported a leader in MS Fed or MSC). Microsoft’s mission is to empower every person and every organization on the planet to achieve more. As employees we come together with a growth mindset, innovate to empower others, and collaborate to realize our shared goals. Each day we build on our values of respect, integrity, and accountability to create a culture of inclusion where everyone can thrive at work and beyond.

Job Responsibilities

• Provide strategic calendar management and time planning support, aligning schedules based on manager preferences, operating styles, and business priorities.
• Ensure thorough meeting preparation including gathering and distributing agendas, briefings, and pre-read materials, and identifying delegates for scheduling conflicts.
• Manage comprehensive travel arrangements including accommodations, transportation, security, and detailed itineraries to maximize trip productivity.
• Facilitate communication across stakeholders ahead of travel and coordinate with local teams to prioritize itineraries and secure necessary documentation and approvals.
• Ensure required documents such as immunization records, visas, and security clearance materials are obtained for international travel.
• Manage and ensure compliance with the US Travel Tax Tool and security clearance documentation requirements.
• Own coordination, logistics, and direction for Rhythm of Business (RoB) in partnership with the Business Manager, including developing workback schedules and managing checkpoints.
• Balance multiple end-to-end projects with varying deadlines while maintaining operational excellence and driving stakeholder accountability through consistent communication.
• Identify organizational impacts and risks and communicate these proactively to partners and key stakeholders, streamlining and improving processes as needed.
• Manage T&E invoice interim approvals and submit leader travel expenses in a timely manner.
• Participate in T&E budget tracking and reporting for the team, ensuring deadlines are met and policy compliance is maintained.
• Partner with Finance to own expense management including tracking and policy compliance.
• Support continual implementation and flexibility of the RoB by partnering with peers such as Chiefs of Staff and gathering ongoing feedback.

Requirements

• 2–4 years of experience in an executive administrative or business support role.
• Prior experience supporting a leader in a security clearance environment (e.g., MS Fed or MSC) strongly desired.
• Strong verbal and written communication skills with the ability to convey information clearly across all levels of an organization.
• Exceptional organizational skills with the ability to manage multiple priorities and deadlines simultaneously.
• High degree of discretion and ability to handle confidential information with professionalism.
• Proven ability to work independently, manage time effectively, and take initiative without close supervision.
• Strong interpersonal and customer service skills with a collaborative, team-first approach.
• Proficiency in Microsoft Outlook, calendar management tools, Microsoft Word, and Microsoft Excel.
• AI-savvy with comfort leveraging AI tools to improve efficiency and productivity.
• Experience with complex global travel planning including visa processing and international logistics.
• Familiarity …