Assistant to VP​/SVP

Job Title

Principal Duties and Responsibilities

• Provides complex assistance and support to a VP, SVP, and/or C-suite executive.

• Acts as an information source and provides guidance to other administrative employees regarding departmental/company policies and procedures.

• Compiles information from various sources and prepares complex correspondences, reports, spreadsheets, and presentations for internal and external stakeholders.

• Manages advanced calendar needs for multiple VPs and above, including making calendar decisions on their behalf to effectively prioritize their time and resources.

• Expertly completes various office tasks (e.g., iProc creation, using a Pcard, maintaining office files, supplies, and equipment, submitting expense reports and checking requests, arranging for shipping, maintaining vendor tracking and support, creating/requesting NDAs, creating internal and external collaboration tools, etc.).

• Coordinates advanced domestic and complex international travel (flights, hotel, rental cars, etc.) for multiple travelers and trips with multiple connections and countries. This includes an advanced understanding of travel visas and documentation as well as expense reconciliation.

• Answers, screens, routes and/or responds to internal (with exposure/requests from multiple VPs and above) and external emails.

• Arranges and coordinates various complex types of meetings including luncheons, conferences, training sessions, and team building events. These events may include external customers and vendors.

• Recommends creative ways to improve existing methods that increase administrative efficiencies; identifies ways to incorporate new ideas into solutions and procedures.

Level of Responsibility

• Decision-making is significant in nature and affects work beyond immediate work group.

• Requires verbal and written communication skills to convey complex information. May require negotiation, influence, tact, etc.

• Works within the prescribed budgetary objectives of the department.

• Has a moderate amount of influence over key organizational decisions (e.g., is consulted by senior leadership to make key decisions). Tasks often require multiple steps which can be performed in various orders; extensive planning, problem-solving, and prioritization must occur to complete the tasks effectively.

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