GMA - EXECUTIVE ADMINISTRATIVE RESPONSIBILITIES:
" Calendar Management Diligent, pro-active management of complex agenda and
setting of meetings across all time zones
" Schedule, track client meetings and support, including Board and Regulatory meetings
" Domestic and International Travel arrangements, expense claims, expedited travel
services
" Coordinate and effectively manage Microsoft Teams video conferences and
weekly team-wide calls
" Preparation and coordination of departmental meetings, events, and Town Halls.
" Creating, editing and preparing emails, organization charts and presentations.
" Managing logistics/schedules for visitors and supporting senior executives during their
visits.
" Management of incoming and outgoing communications
" Maintain and create e-mail distribution lists in Outlook
" Completion of any reasonable projects or tasks, as requested by management.
" The staff member will make use of several application systems including:
o iValua/MyPortal Supplies and IT Procurement.
o MyIAM Approve Identity & Access Rights to various platforms on behalf of
Manager
o Concur Travel scheduling, expense reporting, and review of Manager s
direct reports expense submission for approval.
o Outlook
o Microsoft Office Suite
Classification : Internal
Administrative and Organizational Support
" Manage scheduling and calendar management for executives.
" Arrange travel arrangements, accommodations, and itineraries.
" Prepare documents and presentations for board or client meetings.
" Maintain records and ensure confidential files are organized.
" Handle expense reports and budget tracking.
"
Communication and Relationship Management
" Act as the first point of contact for internal and external stakeholders.
" Draft and edit emails, letters, and correspondence with strong written
communication skills.
" Coordinate information flow between departments to maintain clarity and
alignment.
Project and Workflow Coordination
" Oversee multiple projects simultaneously and track progress toward milestones.
" Assist with event planning and team initiatives.
" Improve workflow efficiency through organization and clear prioritization.
These responsibilities require exceptional organizational skills, time management, and
attention to detail traits that transform a good assistant into a great one.
Hard Skills
" Proficiency in Microsoft Office (Outlook) and other productivity tools
(iValua/MyPortal Supplies/Concur and IT Procurement).
" Experience with project management and expense reporting software.
" Competence in calendar management, travel arrangements, and administrative
support systems.
Soft Skills
" Strong written and verbal communication.
" Adaptability under pressure and problem-solving mindset.
" Collaboration with senior executives, team members, and clients.
" High degree of organizational skills and time management.
EEO:
Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans.