▷ Urgent: Executive Assistant

Overview As a Business Administrator in Dublin, you will join a dynamic, global team at the forefront of these changes. You will thrive in a fast-paced environment, supporting leaders and teams through complex planning, event management, and operational priorities. You will play a key role in enabling business operations, driving community engagement, and supporting OSC (Operations Services Center), MBO (Microsoft Business Operations), and COO (Chief Operations Officer) Dublin communities.
We are seeking a highly organized, collaborative professional with a service-first mentality who can manage demanding workloads, navigate ambiguity, and champion Microsoft’s values. Flexibility, adaptability, and a commitment to continuous improvement are essential.
Microsoft’s mission is to empower every person and every organization on the planet to achieve more. In 2025, our culture is defined by a growth mindset, operational excellence, and a commitment to innovation and inclusion. We embrace change, leverage AI and digital tools, and prioritize collaboration and well-being.
Responsibilities Event & Community Management: Townhall Coordination – Plan, organize, and execute regular townhall meetings, including venue selection, catering, AV setup, attendee communications, and post-event feedback.
Morale Events: Lead quarterly morale-boosting activities (team-building, charity events, seasonal celebrations), managing logistics, budgets, vendor relationships, and impact reporting.
Executive Roundtables & Community Days: Arrange executive roundtables, fireside chats, and cross-team networking events to foster engagement and collaboration.
Event Communications: Draft and distribute invitations, agendas, and post-event summaries for all major events.
Budget & Financial Operations: Event Budget Management – Develop, track, and reconcile budgets for all OSC/MBO/COO events, ensuring compliance and cost control.
Expense Forecasting: Prepare quarterly forecasts for event-related expenses and present to Finance/Leadership.
Vendor Negotiations: Negotiate contracts and pricing with external vendors for events and office supplies.
Office & Facilities Support: Space Planning – Partner with Facilities to optimize office layouts for events and team moves.
Health & Safety Compliance: Ensure all events adhere to health and safety regulations, including risk assessments and emergency planning.
Stakeholder & Community Liaison: OSC/MBO/COO Liaison – Serve as the primary contact for OSC, MBO, and COO Dublin communities, representing their needs in planning and execution.
Cross-Functional Collaboration: Work closely with HR, IT, Facilities, and Communications teams to deliver seamless support for all initiatives.
Operational Excellence: Complex Calendar Management – Manage time-zone calendars for two senior directors, ensuring accuracy, timeliness, and alignment with priorities.
Travel & Expense Processing for two senior directors: Book international travel, process expenses, and manage visa requirements in line with policy.
Procurement & Payments: Oversee procurement and payments for goods and services, ensuring compliance.
Asset Management: Coordinate IT hardware and peripherals distribution, manage asset lifecycle, and ensure financial reconciliation.
Additional Projects: Sustainability Initiatives – Champion Green office practices and sustainable event planning.
Diversity & Inclusion: Support D&I events and initiatives, ensuring broad participation and visibility.
Newsletter Contributions: Regularly contribute to internal newsletters with updates on events, morale initiatives, and achievements.
Metrics & Reporting: Collect and analyse feedback from events, producing reports on participation, satisfaction, and ROI.
Qualifications Required/Minimum Qualifications A few years of administrative, business support, and/or customer service experience
OR equivalent experience
Advanced proficiency in Microsoft productivity tools (Outlook, Word, Excel, PowerPoint, OneNote, SharePoint, Teams).
Preferred Qualifications Experience supporting senior executives in complex environments.
Experience in administrative support roles.
Experience supporting global teams and managing ambiguity.
Strong supervision, operational management, and budget/event management skills.
Excellent organizational, interpersonal, and written communication skills.
Ability to maintain confidentiality and exercise discretion.
Microsoft is an equal opportunity employer. Consistent with applicable law, all qualified applicants will receive consideration for employment without regard to age, ancestry, citizenship, color, family or medical care leave, gender identity or expression, genetic information, immigration status, marital status, medical condition, national origin, physical or mental disability, political affiliation, protected veteran or military status, race, ethnicity, religion, sex (including pregnancy), sexual orientation, or any other characteristic protected by applicable local laws, regulations and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application process, read more about requesting accommodations.
Job details Seniority level: Not Applicable
Employment type: Full-time
Job function: Administrative
Industries: Software Development
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