What are the responsibilities and job description for the Executive Administrative Assistant position at Mindlance?
Job Details :
Job Title : Executive Assistant III
Job Duration : 6 - month contract (Possibility for extension)
Job Location : Sunnyvale CA – Hybrid
Job Description :
This Executive Assistant position will be supporting two Senior Directors, WW Business Process Reengineering (BPR), and their respective teams, located in Sunnyvale.
The ideal candidate will thrive in a dynamic, fast-paced environment and possess exceptional communication skills, attention to detail, and the ability to anticipate the needs of executives.
Key Responsibilities :
Coordinate internal and external meetings across different time zones and all levels of the organization.
Act as a liaison between executives and internal / external stakeholders, maintaining professionalism and confidentiality.
Organize complex domestic and international travel arrangements, including passport, visa requirements, and car service.
Manage complex calendars by demonstrating flexibility, problem-solving, and prioritization skills.
Create and submit expense reports in a timely manner.
Support our team’s evolving needs, including but not limited to event planning & logistics, meeting room management, and supplies.
Plan and execute team events from start to finish, within budget and on time.
Help improve administrative procedures and workflows to enhance efficiency and productivity.
General administrative duties including but not limited to : office supplies, equipment, department mail, building access, asset tracking, seat management, and conference rooms.
Ability to prioritize tasks effectively by demonstrating a strong capability to assess task urgency and importance, ensuring that high-priority responsibilities are addressed promptly while maintaining a balanced workflow.
Preferred Qualifications :
Proficient in products and programs such as Calendar, Numbers, and Keynote.
Exceptional organizational and multitasking skills, with a strong attention to detail.
Able to understand assignments and complete them with little to no input from leaders.
Commitment to excellence, responsiveness, and attention to detail.
Able to stay organized and innovative in ambiguous situations.
Strong organizational skills with the ability to prioritize tasks.
Resourceful and able to work collaboratively.
Ability to lift and carry items up to 30 pounds (e.g., office supplies, equipment, documents).
Excellent written and verbal skills with a strong sense of professionalism.
High level of integrity; ability to handle confidential and sensitive information with discretion.
AA or BS 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.”
