Summary
The Executive Administrative Assistant / Office Assistant provides high-level administrative support to executives and ensures the efficient operation of the office. This role requires exceptional organizational skills, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced environment. This is a contract to perm position reporting to the Chief Human Resources Officer.
What You Will Do:
Executive Support
Manage executive calendars, schedule meetings, and coordinate appointments.
Arrange domestic and international travel, including flights, accommodations, and itineraries.
Prepare reports, presentations, correspondence, and meeting materials.
Screen and prioritize communications, including emails and phone calls.
Assist in planning and coordinating executive meetings, leadership events, and off-site activities.
Track action items and follow up on deliverables to ensure deadlines are met.
Handle confidential and sensitive information with discretion.
Office Administration
Maintain office operations and administrative processes.
Order and manage office supplies, equipment, and vendor relationships.
Coordinate conference room scheduling and office events.
Serve as the primary point of contact for visitors and guests.
Process invoices, expense reports, and purchase requests.
Maintain filing systems, records, and office documentation.
Support onboarding activities for new employees.
Skills:
3+ years of administrative, executive assistant, or office support experience.
Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).
Excellent verbal and written communication skills.
Strong organizational, time management, and multitasking abilities.
Ability to work independently and prioritize competing demands.
High level of professionalism and confidentiality.
Experience supporting senior executives or leadership teams.
Familiarity with expense management and travel booking systems.
Experience with project coordination and event planning.
Knowledge of office management best practices.
Education:
High school diploma or equivalent; associate or bachelor s degree preferred.
EEO:
Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans.