Administrative Assistant

Must haves:1-2 years overall years of experience as an Admin Assistantevent planning background (has planned office events)Must have hands on experience with Microsoft office productsProven experience working independently and staying organizedTypical Day in the Role • Purpose of the Team: The purpose of this team is focused on a two-year rotation program that hires early-career individuals, including recent college graduates or those with a few years of work experience. These individuals work on AI projects for different product groups at Microsoft. The team handles a significant amount of logistics and administrative work due to the large cohort sizes, with a new cohort starting each year.. • Typical task breakdown and operating rhythm: The role will consist of 5% meetings, 50% team admin support, 10% team calendar supportnot individual actual team calendar, 20% event coordination, 15% projects.Overview: We are seeking a highly organized and proactive group assistant to support the Microsoft AI Development Acceleration Program (MAIDAP). The ideal candidate must have excellent organizational, interpersonal and communication skills. You will need to navigate and change directions quickly within our dynamic environment, demonstrate good judgment, and possess solid project management and problem-solving skills. Additionally, we are seeking someone who is fair and unbiased, maintains high levels of confidentiality, and is skilled at setting priorities and handling multiple tasks. Exceptional time management skills, attention to detail, and consistent, timely follow-through are essential for success in this role. This role requires you to be onsite 2-3 days a week in our Cambridge, MA office.Responsibilities: Team management support: Provides high-level admin support including: - Be the first point-of-contact for all team administrative needs. - Daily team support includes purchase of goods & services, processing invoices, expense report reconciliation and management. - Ordering team supplies, new hire equipment, moraleevent catering and supplies. - New hire setup and assistance, including desk setup. - Offboarding admin assistance when cohort members leave the program. - Management of distribution lists, security groups, and Teams groups. - MAIDAP LT admin asks.Team calendar management: Provides strategic calendar management and time planning support for team calendar. Team wide calendar invites including team all hands, morale events, team trainings, and stakeholder meetings for each project rotation. Coordinating with executives' admins for each project to make sure CVP is present at meetings.Cohort Onboarding Planning and Execution: Leads logistics and coordinating MAIDAP cohort onboarding including communication with new hires prior to start, ordering and shipment of new-hire equipment, catering, room booking, and onboarding week communications to new hires including when to arrive, agenda for onboarding week, desk assignments, additional accommodation if needed. Primary contact for questions and company information after onboarding (i.e where is my badge, how do I get a desk, how do I get a parking or public transportation pass, additional equipment requests etc).Event Coordination and Logistics: Plan and support events, manage logistics, track outcomes, and contribute to team morale and dynamics. Events include team All Hands, morale events, team training, leadership offsites, MAIDAP hackathons, GIVE events, and cohort onboardinggraduation events. Logistics include invitations, room booking and set up and catering (ordering, set up and breakdown). Assisting with onsite troubleshooting audio-video and technical issues. May require ability to lift up to 50 lbs.Space Management and Planning: Leads space-management processes and team spaces (e.g., office locationsdesk assignments, conference rooms, remotelocation status) including office moves, site cleanup, keeping space maps updated, managing assignedflex seating, and scheduling PC recycle pick-ups. Addresses and resolves high-level space requests. Determines future space planning needs and drives space changes based on utilization data and upcoming organizational changes.

Created: 2025-01-24