Executive Administrative Assistant 3 (contract)

Microsoft; Dublin; On-site; EUR 35,000 - 39,000; Full time

Job summary

Allegis Global Solutions is seeking a senior Executive Assistant to support two leaders in Microsoft's Cloud Operations + Innovation (CO+I) organization, including a Regional Vice President. The role will own complex calendars, international travel, expenses, executive meetings, events, onboarding coordination, and executive communications.

The ideal candidate is proactive, highly organized, and comfortable with ambiguity, capable of representing senior leaders professionally across a large

Qualifications

• 5+ years as an Executive Assistant, Executive Administrator, Senior Administrative Assistant, or equivalent.
• 5+ years supporting senior leaders/directors/VP-level executives.
• 5+ years managing highly complex calendars.
• 5+ years coordinating domestic and international travel.
• 3+ years planning events, offsites, or executive meetings.

Responsibilities

• Manage complex executive calendars across multiple time zones.
• Prioritize competing meeting requests and business priorities.
• Handle confidential and sensitive information.
• Coordinate executive communications and stakeholder engagement.
• Arrange complex domestic and international travel and prepare itineraries and briefing materials.
• Plan leadership offsites, team events, and executive meetings; manage budgets and attendance.

Skills

Calendar management

Executive support

Travel coordination

Event planning

Stakeholder management

Confidentiality

Microsoft Office

Tools

Outlook

Teams

Excel

Job description

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

This is a senior Executive Assistant role supporting two high-level leaders in Microsoft's Cloud Operations + Innovation (CO+I) organization, including a Regional Vice President. The person will own complex calendars, international travel, expenses, executive meetings, events, onboarding coordination, and executive communications. They need to be proactive, highly organized, comfortable with ambiguity, and capable of representing senior leaders professionally across a large global organization.

Key Responsibilities

Executive Support

• Manage complex executive calendars across multiple time zones
• Prioritize competing meeting requests and business priorities
• Handle confidential and sensitive information
• Coordinate executive communications and stakeholder engagement

Travel Management

• Arrange complex domestic and international travel
• Prepare travel itineraries, agendas, and briefing materials
• Handle last-minute travel changes and escalations
• Coordinate with travel vendors and stakeholders globally

Rhythm of Business (ROB)

• Manage recurring leadership meetings and business cadences
• Maintain annual executive calendar and planning cycles
• Coordinate leadership reviews, staff meetings, and operational reviews
• Ensure follow-up and execution of business priorities

Event & Meeting Management

• Plan leadership offsites, team events, and executive meetings
• Manage event logistics, communications, budgets, and attendance
• Coordinate virtual and in-person events

Finance & Administration

• Process executive expenses
• Support budget tracking and purchasing activities
• Coordinate suppliers and vendor relationships
• Ensure policy compliance

Team Operations

• Coordinate interview scheduling
• Support onboarding activities
• Assist with new hire device and workspace setup
• Liaise with HR, Finance, Procurement, and Facilities teams

Experience

Must-Have Skills (Non-Negotiable)

• 5+ years as an Executive Assistant, Executive Administrator, Senior Administrative Assistant, or equivalent
• 5+ years supporting senior leaders/directors/VP-level executives
• 5+ years managing highly complex calendars
• 5+ years coordinating domestic and international travel
• 3+ years planning events, offsites, or executive meetings

Technical Skills

• Advanced Microsoft Outlook
• Microsoft Teams
• Microsoft Excel
• General Microsoft Office Suite proficiency

Core Competencies

• Strong stakeholder management
• Excellent written and verbal communication
• Ability to prioritize competing demands
• High level of discretion and confidentiality
• Ability to work independently with minimal direction
• Experience operating in fast-paced environments

Nice-to-Have Skills

• Previous Microsoft experience
• Experience supporting VP-level or C-suite leaders
• Experience within large multinational organizations
• Experience in technology, cloud, infrastructure, engineering, or operations environments
• Budget management exposure
• Experience managing executive-level events across multiple countries

Experience Level Guidance

Ideal

• 7-15 years total administrative/executive support experience
• 5+ years supporting Director, VP, Regional VP, GM, or equivalent leaders

Additional Details

• Location: Dublin 18, Dublin, Ireland
• Duration: Until June 2027
• Shift Timings: Monday – Friday (Business Hours)
• Pay Range: €188 - €211/day (PAYE)
• Weekly Schedule: 40 hours

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.

188 - 211 EUR daily