Executive Admin Assistant

Overview

Job Title:

Executive Admin Assistant.

Contract:

1 year contract term - open to extension. Hybrid - 2 days work from home and 3 on site. Duration: 0-12 month(s).

Front Office Admin Skills, strong scheduling experience, working with C-Level Professionals, strong organization skills, excellent skills in Microsoft Suite of Outlook, Teams, PPT, etc. This admin will be split between two high level leadership executives.

• Calendar & Scheduling Management:
  Coordinate and manage complex calendars for multiple executives, including prioritizing meetings and resolving conflicts; organize internal and external meetings, video conferences, and travel schedules.
• Travel Coordination:
  Arrange domestic and international travel, including flights, accommodations, transportation, and itineraries; prepare travel expense reports and ensure compliance with company policies.
• Communication & Correspondence:
  Serve as the primary point of contact for executives, screening and prioritizing emails, calls, and requests; draft, edit, and proofread correspondence, presentations, and reports.
• Meeting Preparation & Support:
  Prepare agendas, briefing materials, and presentations for leadership meetings; record and distribute meeting minutes and follow up on action items.
• Project & Administrative Support:
  Assist with special projects, research, and data analysis as requested by executives; maintain confidential files and records with the highest level of discretion.
• Cross-functional Coordination:
  Liaise with internal teams and external stakeholders to ensure smooth communication and execution of initiatives; support organizational events, leadership offsites, and strategic workshops.

• Education:
  
  Bachelor’s degree or equivalent experience.
• Experience:
  
  Minimum 5+ years supporting senior executives in a global organization.
• Skills:
  
  Strong organizational and time-management skills;
  Excellent written and verbal communication;
  Proficiency in Microsoft Office Suite and collaboration tools (Teams, SharePoint, etc.);
  Ability to handle sensitive information with discretion;
  High level of adaptability and problem-solving skills.

• Professionalism and confidentiality.
• Ability to work independently and manage multiple priorities.
• Strong interpersonal skills and cultural awareness.
• Proactive and resourceful in anticipating needs.

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