Executive Administrative Assistant

· Possible FTE: Yes: Temp to Hire

· Schedule Type: Is this WFH Model (3:2) or Onsite? Onsite Mon-Thurs, WFH Fridays

About the Opportunity

We are seeking a highly organized and proactive Administrative Coordinator to support senior leaders and cross-functional teams in a dynamic, fast-paced environment. This role offers strong exposure to leadership, collaboration across teams, and opportunities to build and expand administrative and operational expertise.

You will be part of a supportive and collaborative workplace that values professional growth, flexibility, and continuous learning.

Key Highlights

• Access to modern tools, technology, and training programs
• Supportive leadership focused on career growth and development
• Flexible work arrangements (team-dependent)
• Collaborative and inclusive team culture
• Opportunity to work closely with senior leadership

Key Responsibilities

• Provide advanced administrative support to team leaders and senior stakeholders
• Manage complex calendars, proactively resolving scheduling conflicts
• Coordinate meetings, including virtual setups (Teams/Zoom) and telepresence support
• Handle confidential and business-sensitive information with discretion
• Arrange domestic/international travel and process expense reports
• Support budget tracking and invoice processing
• Manage correspondence, shipments, and courier services
• Order office supplies and maintain inventory
• Plan meetings/events, including logistics and catering
• Create and edit presentations, documents, and reports
• Maintain departmental files in compliance with corporate and regulatory standards
• Support onboarding activities, including office setup for new employees and vendors
• Train or guide junior administrative staff when needed

Qualifications & Skills

• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Experience with travel & expense systems and administrative tools
• Excellent organizational and multitasking abilities
• Strong written and verbal communication skills
• Ability to manage competing priorities and meet deadlines
• High level of professionalism and discretion with confidential information
• Strong problem-solving mindset and attention to detail

Leadership & Interpersonal Skills

• Ability to work independently with minimal supervision
• Proactive in identifying issues and communicating solutions
• Strong relationship-building and stakeholder management skills
• Effective time management and prioritization abilities
• Accountability and ownership of tasks and deliverables
• Collaborative mindset with a focus on continuous improvement

EEO:

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