Executive Administrative Assistant​/Office Assistant

Executive Administrative Assistant / Office Assistant

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."