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 are navigating a pivotal era - where AI, data-driven decision-making, and adaptability are reshaping how we work and deliver impact. We embrace change, leverage AI and digital tools, and prioritize collaboration and well-being.

Qualifications

Required/Minimum Qualifications 

• A few years of administrative, business support, and/or customer service 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. 

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.