Business Operations and Corporate Services - Administrative Assistant 2

Our clients community of administrative assistants embody professionalism, resilience, agility, emotional intelligence and exemplify the best of client’s culture modeling client's core values to leaders, teammates, and guests. Having strong communication and time management skills, you are able to prioritize across multiple tasks, set expectations across a variety of stakeholders and take initiative to follow-through on requests through completion.

WHO YOU’LL WORK WITH

Administrative employees help teams around the world keep up with the company’s rapid pace. They act as liaisons embedded in business functions and geographies. Their talents — problem solving, organization, time management and more — help fuel the success of their leaders and their teams. Our clients community of administrative assistants embody professionalism, resilience, agility, emotional intelligence and exemplify the best of client’s culture modeling client's core values to leaders, teammates, and guests.

WHO WE ARE LOOKING FOR

We’re looking for a Senior Administrative Assistant who has a proven ability to work in a fast-paced,

results-oriented environment. You have a high learning agility, strong organization skills and high attention to detail. Having strong communication and time management skills, you are able to prioritize across multiple tasks, set expectations across a variety of stakeholders and take initiative to follow-through on requests through completion. You can work independently or as part of a team and know how to adapt your style to most efficiently and effectively support the leaders and businesses you are lined up against.

WHAT YOU BRING TO CLIENT:

Bachelor's degree in business or related field. Will accept any suitable combination of

education, experience and training

Minimum of 3 years of administrative work experience required

Ability to work and communicate effectively with a variety of personalities including senior

level executives

Proven ability to work effectively in a fast-paced, results-oriented, team environment with

times of high ambiguity

Proven ability to organize, prioritize and appropriately handle highly confidential and

sensitive information

Ability to work independently and take initiative to follow-through on requests until

completion with a high attention to detail

Previous experience working with and tracking budgets is strongly preferred

Proficiency in Microsoft Office Suite (MS Outlook, PowerPoint, Word and Excel) and virtual

meeting tools (Zoom / MS Teams). Experience with Keynote a plus, not required.

Experience with AI tools like Chat GPT or Microsoft Copilot a plus, not required.

Ability to occasionally work outside of core business hours

WHAT YOU’LL WORK ON

You'll perform a wide range of administrative duties for a diverse team of people and/or leaders with a variety of management styles. These duties will include but not limited to the following:

Complex Calendar Management: Scheduling appointments, meetings, and conferences for

the leaders you support, managing conflicts and coordinating with other teammates leaders as required

Booking Travel Arrangements: Booking flights, accommodations, and transportation for

leaders you support, including managing itineraries and necessary documentation.

Planning Meetings and Events: Securing event space as necessary and handling any

budgeting, catering, agenda planning, scheduling, reminders, and working with external

parties as needed.

Preparing Expense Reports, tracking budgets and purchase orders: Preparing expense

reports, tracking budgets, and processing invoices or purchase orders for vendors as

required.

Document Preparation & Organization: Producing, editing and reformatting documents and

email correspondence. This could include but will not be limited to updating organizational

charts, creating high quality graphic and text PowerPoint or Keynote presentations, and/or

team session agendas/work session run of shows.

Communications – Under the leader’s direction, write, contribute and/or edit draft

communications, involve appropriate stakeholders and gain final approval. May manage

distribution lists and send communications on the leader’s behalf.

Coordinate Team Space Planning, Workspace and/or Equipment Moves: Partner with the

appropriate stakeholders to organize individual or departmental moves

Budget Tracking: may assist leader with tracking of expenses

POs: create purchase orders

Special Projects: Assisting with project planning, tracking progress, and ensuring deadlines

are met as needed by the team and/or leader you support

Team & Culture Building: You will have the opportunity to work with the leader you support

to help the team build connections to each other, their leader, the environment and client

through a variety of ways – staff meetings, team building activities, offsites and the physical

workspace they come to day-in and day-out.

Support team plans, projects, activations or other deliverables as needed

Serve as the main point of contact for administrative questions from the team

Provide coverage for other leaders where temporary administrative needs exist

EEO:

“Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of – Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans.”