Administrative Assistant 4 (contract)

London, England, United Kingdom (Hybrid)

Contract (1 year)

Published 1 day ago

Travel & Events

Executive Support

Team Contribution

Meeting & Project Coordination

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.

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

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

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

Travel Management

Visa and documentation coordination

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

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 in the hiring process, or would like more information, please contact us.