Administrative Staff - Executive

***Urgent need!***

This is a temporary contract position with the potential to convert to full-time and requires working on-site four days per week.

In this role, you will partner closely with senior leaders to keep priorities moving, communications clear, and logistics running smoothly. You ll be a key point of coordination across teams and time zones, helping the organization operate efficiently and professionally.
Key Responsibilities
" Serve as the primary administrative partner to executive leadership, providing proactive, high-touch support.
" Manage complex calendars and meeting logistics; coordinate conference rooms; and prepare agendas, materials, and presentations to support effective decision-making.
" Coordinate domestic and international travel, expenses, and invoice processing; track follow-ups to ensure requests are completed accurately and on time.
" Collaborate regularly with partners across global locations, maintaining professionalism, discretion, and a customer-service mindset.
Required Qualifications
" 5 years of administrative experience supporting senior or executive-level leaders.
" Strong proficiency with Microsoft 365 (Word, Excel, PowerPoint, Outlook, Teams).
" Ability to manage multiple priorities, shift gears quickly, and independently organize work to support more than one stakeholder.
" Sound judgment and discretion when handling sensitive and confidential information; ability to anticipate needs and surface risks early.
" Experience coordinating complex travel (multi-leg itineraries, time zones, and last-minute changes).
" Comfortable in a fast-paced environment; able to stay calm, resourceful, and solutions-oriented under time pressure.
" Strong interpersonal skills and professionalism when working with a wide range of teams, roles, and locations.
" Excellent written and verbal communication skills.
" Highly detail-oriented, with a focus on accuracy, follow-through, and continuous process improvement.
Preferred Qualifications
" Bachelor s degree or associate degree preferred or equivalent years of experience.
" Experience with administrative programs: Ariba Buyer, Axiom, Concur, etc.
Why You ll Love This Role
" High-visibility partnership with executive leadership and meaningful impact on day-to-day business effectiveness.
" Varied work across scheduling, communications, events, and operational coordination, and no two days are the same.
" Regular collaboration with colleagues across global locations and time zones.
" Opportunity to build scalable processes and become a trusted go-to partner.

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