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Administrative Support

Mindlance

Santa Clara, CA

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JOB DETAILS
SALARY
$33.26–$52.65 Per Hour
SKILLS
Administrative Skills, Analysis Skills, Atlassian JIRA, Calendar Management, Channel Strategies, Communication Skills, Cross-Functional, Data Analysis, Data Visualization, Delivery Driving, Detail Oriented, Document Management, Editing, Establish Priorities, Marketing, Meeting Minutes, Microsoft SharePoint, Newsletter, Performance Analysis, Performance Metrics, Pivot Tables, Power BI, Project Tracking, Reporting Dashboards, Root Cause Analysis, Sales Pipeline, Source Code/Configuration Management (SCM), Spreadsheets, Tableau, Team Lead/Manager, Team Player, Technical Leadership, Trend Analysis, Vlookups
LOCATION
Santa Clara, CA
POSTED
22 days ago
Role Summary
We are seeking a high-ownership Administrative Support Professional to serve as an operational engine for our Global Customer Success (GCS) ML SBX team. This role is a strategic partner to management, responsible for driving cross-functional follow-ups, managing complex documentation pipelines, and providing data-driven visibility into team performance.
Detailed Responsibilities
Stakeholder Coordination: Proactively follow up on action items with global team members and cross-departmental stakeholders to ensure project milestones are met and dependencies are cleared.
Governance & Meeting: Manage the team meetings, including complex scheduling across time zones, document preparation, and the synthesis of high-quality, actionable meeting minutes.
GCS Content & Marketing: Support the collection, drafting, and editing of GCS marketing materials and internal communications (e.g., newsletters) to maintain high visibility of team achievements.
Data Analysis & Performance Visibility:
Consolidate departmental data to identify operational trends and patterns.
Maintain and update dashboards that track team performance and KPIs.
Prepare data visualizations and summary papers that enable technical teams and management to perform deeper root-cause analysis and informed decision-making.
Team Facilitation: Organize and facilitate small events and specialized meetings to optimize information flow, bridge communication gaps, and maintain team morale.
Other projects assigned by management

Requirements
Hard/Technical Skills
Data Visualization: Proficiency in Excel (Pivot Tables, VLOOKUPs, charting) or visualization tools (e.g., Tableau, PowerBI) to create performance dashboards.
Business Writing: Professional-grade drafting and editing skills for newsletters and executive summaries.
Project Tracking: Experience using tools like Smartsheet, Jira, or Trello to monitor global action items.
O365 Mastery: Advanced ability to manage complex calendars and document version control in SharePoint/Teams.
Soft Skills
Analytical Curiosity: Ability to look at a spreadsheet and ask, "Why is this number trending down?" even without deep technical knowledge.
Diplomatic Persistency: Ability to push for updates from global stakeholders while maintaining professional rapport.
Extreme Accountability: A "finisher" mindset ensuring that every meeting minute is sent and every action item is closed.
Education & Experience
Education: Bachelor s Degree (BA/BS) required.
Minimum Experience: 5+ years of experience in an administrative, operations, or project support role.
Leveling Focus: We are prioritizing candidates with 5+ years of corporate experience over entry-level Master s candidates to ensure immediate operational maturity. RDS
Additional Position Details

Part-time: 20 hours per week, depending on business needs
Schedule: 8:00 AM 12:00 PM
Local candidates only
Onsite role required

Preferred Soft Skills / Background

Strong communication skills
Comfortable conducting and participating in meetings
Strong attention to detail
Able to work effectively in a team environment
Strong scheduling/coordination skills
Tech-savvy and up to date with technology
Data analysis experience/background preferred
Prior Genentech/Roche experience is a plus

EEO:

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

About the Company

M

Mindlance

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