Administrative Assistant - Intermediate

Executive Assistant Marketing Leadership Support

Location: New York, NY Duration: 3 Months Type: Full-Time, Contract

Description: Prepares, maintains, and updates data, reports, and records required by management utilizing Excel, Word, PowerPoint and Visio. Creates presentations, builds and manages budget spreadsheets, and assists with organizational charts/data. Assists in the preparation for various team meetings. Sets appointments, arranges meetings and maintains manager's calendar. Performs related clerical and administrative activities such as calendar management, scheduling meetings, maintaining files, and coordinating events for the leadership and their direct reports. Serves as the primary partner in managing travel, events, on-site logistics and coordination of meetings for the leadership and supporting teams. Leads and manages Expense reporting (via Navan) for leaders and team with high attention to detail, urgency and flawless execution. Serves as a daily resource for internal partners, guiding them through questions; maintains an in-depth knowledge of resources within the division and directs parties to those resources as appropriate. Prepares, maintains, and updates data, reports, and records required by management utilizing Excel, Word, Outlook, and PowerPoint.

Top 5-7 Skills:

1. Microsoft Office proficiency (Word, Excel, PowerPoint, Outlook)
2. Calendar management and scheduling
3. Expense reporting (via Navan)
4. Travel, events, and on-site logistics coordination
5. Presentation and budget spreadsheet creation
6. Excellent writing and composition skills
7. Organization and multi-tasking with ability to re-prioritize

Requirements for the role:

• 5 years experience as a corporate executive assistant or in a support role; previous experience working in marketing, retail or for a consumer products company preferred
• Demonstrates excellent judgment and strong awareness of ramifications when speaking to highly visible partners and vendors internally and externally
• Strong diplomatic skills
• Excellent writing and composition skills; shows an ability to influence multiple audiences through their written communication
• Accuracy, strong attention to detail
• Strong organization skills, multi-tasking high volume work requests and able to re-prioritize on the fly while possessing strong flexibility and adaptability
• Highly proficient in Microsoft Office (Word, Excel, PowerPoint); experience building presentation decks
• Prepares, maintains, and updates data, reports, and records required by management utilizing Excel, Word, PowerPoint and Visio
• Creates presentations, builds and manages budget spreadsheets, and assists with organizational charts/data
• Assists in the preparation for various team meetings
• Sets appointments, arranges meetings and maintains manager's calendar
• Performs related clerical and administrative activities such as calendar management, scheduling meetings, maintaining files, and coordinating events for the leadership and their direct reports
• Serves as the primary partner in managing travel, events, on-site logistics and coordination of meetings for the leadership and supporting teams
• Leads and manages Expense reporting (via Navan) for leaders and team with high attention to detail, urgency and flawless execution
• Serves as a daily resource for internal partners, guiding them through questions; maintains an in-depth knowledge of resources within the division and directs parties to those resources as appropriate

Education and Experience:

• 5 years experience as a corporate executive assistant or in a support role
• Previous experience working in marketing, retail or for a consumer products company preferred
• Or equivalent combination of education, experience, and training

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