What are the responsibilities and job description for the Executive Assistant I position at Mindlance?
Top qualifications - 5 years of experience supporting executive level management
Completes work in fast paced, changing environment without compromising accuracy
High volume travel booking (can have multiple changes and multiple legs for trips)
Highly proficient in managing multiple executives’ calendars including scheduling of clients and internal employee meetings within Outlook
Microsoft Suite experience (proficient in Word, Excel, PowerPoint, Teams)
Concur, Workday, and Salesforce Experience a plus
Provide executive administrative support performing diverse administrative and clerical duties and anticipating the team’s needs. Handles confidential information discreetly and professionally. Responsible for calendar management, correspondence, expense reports, travel arrangements, and HR needs. Handles incoming inquiries, research and communicates in a professional and timely manner. Responsible for meeting coordination, video conferencing and scheduling, and organizing proper room setup as needed. Prepares materials for meetings as requested. Coordinates various calendar events. Perform duties in a professional manner that includes thorough planning and research to result in completed assignments of the highest quality. Other duties/projects as requested.
ESSENTIAL JOB FUNCTIONS
High School Diploma or Equivalent experience
5 years relevant experience supporting executive management.
Strong organizational and time management skills
Exercises sound judgment, discretion, and confidentiality in all matters
Takes initiative and works independently on routine as well as more complex matters.
“Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of – Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans.”
Completes work in fast paced, changing environment without compromising accuracy
High volume travel booking (can have multiple changes and multiple legs for trips)
Highly proficient in managing multiple executives’ calendars including scheduling of clients and internal employee meetings within Outlook
Microsoft Suite experience (proficient in Word, Excel, PowerPoint, Teams)
Concur, Workday, and Salesforce Experience a plus
Provide executive administrative support performing diverse administrative and clerical duties and anticipating the team’s needs. Handles confidential information discreetly and professionally. Responsible for calendar management, correspondence, expense reports, travel arrangements, and HR needs. Handles incoming inquiries, research and communicates in a professional and timely manner. Responsible for meeting coordination, video conferencing and scheduling, and organizing proper room setup as needed. Prepares materials for meetings as requested. Coordinates various calendar events. Perform duties in a professional manner that includes thorough planning and research to result in completed assignments of the highest quality. Other duties/projects as requested.
ESSENTIAL JOB FUNCTIONS
- Under general supervision, provides administrative support to the leadership team to include the executing, maintaining, and coordinating complex calendar of meetings and travel.
- Interacts with senior leaders and executives within the organization and with outside professional organizations.
- Highly proficient in managing multiple executives’ calendars including scheduling of clients and internal employee meetings within Outlook.
- Heavy travel scheduling experience which includes, booking trips that require multiple segments, making sure meetings do not overlap with travel requirements as well as handling last minute travel changes.
- Provides superior client service during all interactions with clients, vendors, internal partners, and teammates.
- Strong verbal and written communication skills and the ability to work in a team environment. o Effectively and decisively communicates on assignments to limit the need for multiple interactions with segment head and/or staff. o Professional liaison that facilitates information flow, using clear and fact-based communication o Anticipates deliverables for upcoming milestones and is prepared with information.
- Handles HR related tasks which includes onboarding/offboarding new hires, system access, timecards, purchasing and expenses.
- Handles confidential information and documents with discretion.
- Collects, compiles, and analyzes moderately complex data and information for inclusion in reports and presentation materials; also includes general running of reports as needed.
- Performs proactive problem research and assists in resolution.
- Manages day-to-day office operations, composes written communications as needed.
- Completes work in fast paced, changing environment without compromising accuracy.
- Clearly and immediately communicates and elevates any problems/issues.
- Assists with special projects for events, new processes, or presentations as they arise.
High School Diploma or Equivalent experience
5 years relevant experience supporting executive management.
- Strong working knowledge of Word, Excel, PowerPoint, Outlook, Microsoft Teams
- Preferred knowledge of Workday, CWT (travel system) and Salesforce
- Reliable, proactive, and self-motivated
- High-level problem-solving skills with the ability to prioritize and anticipate needs in fast pace, high pressure environment.
- Ability to engage with Executive Level Management
Strong organizational and time management skills
Exercises sound judgment, discretion, and confidentiality in all matters
Takes initiative and works independently on routine as well as more complex matters.
- Proven ability to manage multiple calendars and projects at one time.
“Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of – Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans.”
