Administrative Assistant Senior Representative

This position will provide administrative support to the Technology Experience Services Managing Director. Office location of this role is Philadelphia.

Key Responsibilities :

• Travel : Handle travel arrangements using Client's online travel booking tool.
• Expenses : Accurate and timely submission of expense reports as well as review, rejection, or approval of policy adherent expense reports submitted by team members.
• Calendar Management : Manage calendar system and look for opportunities to enhance efficiencies. Make last minute calendaring decisions based on priority and business needs using sound judgment.

Advise of last-minute scheduling changes and communicate via e-mail, telephone and / or text message when appropriate.

• Meeting Planning : Schedules and organizes internal and external meetings including Zoom / Webex and conference calls and handles any necessary logistics for outside guests, specific to the Chief of Staff & Operations office.
• Staff Support : Attends staff meetings to record minutes, track takeaways, follow up on action items, and manage invitations for guest attendees.

Maintains department organization chart and email distribution lists.

• Special Projects / Programs : Manage team-wide projects / programs as needed, such as team-building events, philanthropy, or other events.
• Onsite Facilities Coordinator : Support our Philadelphia Site leadership team with coordinating events including ordering food, booking rooms, setup and clean up.

Qualifications :

• Collaborative team player that can build / maintain a team-based environment with intra- department and Enterprise Administrative Assistant community and work closely with employees at all levels within the organization.
• Professional demeanor with excellent verbal and written communication skills.
• High energy with the ability to keep up with a fast-paced working environment
• High degree of integrity and accountability to deliver strong, high-quality outcomes
• Ability to work independently and maintain confidential information in highly professional manner.
• Ability to have a high-level of accuracy and detail-oriented.
• Demonstrated flexibility, ability to adjust priorities, and a solutions-oriented mindset required.
• Proactively anticipates needs of the team always thinking ahead.
• Experience with supporting a virtual workforce.
• Possess technical proficiencies with audio and voice equipment as well as mobile and desktop devices.
• Travel may be required to other Client locations and offsites as needed to support the Senior Leader

3 Non-Negotiable Skills :

• Previous experience with meeting planning and calendar management
• Attention to detail
• Ability to work independently and maintain confidential information in highly professional manner

EEO :

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