Administrative Assistant II

Field Office Administrative Role

Field office administrative role 40 hours per week, first shift in person, onsite not remote. Must be proficient in MS Office Suite,  project/task management software skills nice to have, SAP Ariba (creating POS, receiving and reviewing reports) skills nice to have. Handy and willing to tackle small home type tasks.

Key

Soft Skills:

• High emotional intelligence
• Ability to work with diverse personalities
• Strong customer service skills
• Deep understanding of stakeholder needs
• Proactive and organized
• Initiative driven and able to make decisions in ambiguous situations
• Strong communication across all levels (internal and external)
• Preference for candidates with customer facing experience

General Requirements and Technical

Skills:

• 2 - 5 years of experience in an administrative assistant/support type role required
• Minimum HS Diploma required, some college coursework or degree strongly preferred
• Proven track record of professionalism, integrity, and exceptional customer service
• Strong communication skills – both verbal and written – with the ability to interact confidently and clearly across all levels of the organization
• Creative and proactive problem solver with strong ability to think outside the box and anticipate needs before they arise
• Highly organized with strong time management, prioritization, and attention to detail
• Technically proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Publisher); experience with Ariba and Outlook preferred
• Self-starter who is adaptable, resourceful, and highly motivated
• Excellent interpersonal skills and the ability to build relationships and support cross-functional teams including HR, IT, Finance, Facilities, Legal, and others

Schedule is Monday-Friday, onsite in Chandler. Ability to contribute in a diverse, fast-paced, and dynamic environment.

Responsibilities:

• Greet and assist guests, employees, and visitors; act as the face of the Chandler office with a customer-focus mindset
• Proactively direct visitors/expats to the appropriate area and ensure a seamless check-in experience
• Answer, screen, and route incoming phone calls with professionalism and efficiency
• Maintain a clean, organized, and welcoming office environment; take the initiative to address facility needs
• Deliver clear, accurate, and timely information in-person, over the phone and via email
• Manage incoming and outgoing mail, deliveries, and packages with attention to detail and accuracy
• Support vendor and contractor coordination (e.g., landlord, suppliers, property management); follow up on open items proactively
• Prepare, manage and track purchase orders through SAP Ariba; resolve issues collaboratively and creatively
• Partner with cross-functional departments (IT, Finance, Facilities, Legal, etc.) to provide seamless administrative support
• Monitor and replenish office supplies; propose innovative ways to improve inventory management and reduce waste
• Maintain calendars, schedule meetings, and manage conference room bookings efficiently
• Collaborate on the planning and execution of office events, meetings, and training sessions
• Take ownership of general responsibilities with a team-oriented approach
• Support onboarding and offboarding processes, including receiving and returning equipment
• Continuously identify process improvements and take initiative to enhance operational effectiveness
• Provide logistics support (shipping / receiving) as needed
• Support other administrative functions or special projects as needed with a flexible and proactive attitude
• Provide high-level support to the Account Teams and broader office operations

Equal Opportunity Employer/Minorities/Females/Disabled/Veterans EEO "Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of – Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans."