Administrative Support

Administrative Support Professional

We are seeking a high-ownership Administrative Support Professional to serve as an operational engine for our Global Customer Success (GCS) ML SBX team. This role is a strategic partner to management, responsible for driving cross-functional follow-ups, managing complex documentation pipelines, and providing data-driven visibility into team performance.

Detailed Responsibilities

Stakeholder Coordination: Proactively follow up on action items with global team members and cross-departmental stakeholders to ensure project milestones are met and dependencies are cleared.

Governance & Meeting: Manage the team meetings, including complex scheduling across time zones, document preparation, and the synthesis of high-quality, actionable meeting minutes.

GCS Content & Marketing: Support the collection, drafting, and editing of GCS marketing materials and internal communications (e.g., newsletters) to maintain high visibility of team achievements.

Data Analysis & Performance Visibility: Consolidate departmental data to identify operational trends and patterns. Maintain and update dashboards that track team performance and KPIs. Prepare data visualizations and summary papers that enable technical teams and management to perform deeper root-cause analysis and informed decision-making.

Team Facilitation: Organize and facilitate small events and specialized meetings to optimize information flow, bridge communication gaps, and maintain team morale.

Requirements

Hard/Technical Skills:

• Data Visualization: Proficiency in Excel (Pivot Tables, VLOOKUPs, charting) or visualization tools (e.g., Tableau, PowerBI) to create performance dashboards.
• Business Writing: Professional-grade drafting and editing skills for newsletters and executive summaries.
• Project Tracking: Experience using tools like Smartsheet, Jira, or Trello to monitor global action items.
• O365 Mastery: Advanced ability to manage complex calendars and document version control in SharePoint/Teams.

Soft Skills:

• Analytical Curiosity: Ability to look at a spreadsheet and ask, "Why is this number trending down?" even without deep technical knowledge.
• Diplomatic Persistency: Ability to push for updates from global stakeholders while maintaining professional rapport.
• Extreme Accountability: A "finisher" mindsetensuring that every meeting minute is sent and every action item is closed.

Education & Experience:

Education: Bachelor's Degree (BA/BS) required.

Minimum Experience: 5 years of experience in an administrative, operations, or project support role. We are prioritizing candidates with 5 years of corporate experience over entry-level Master's candidates to ensure immediate operational maturity.

Additional Position Details

Part-time: 20 hours per week, depending on business needs

Schedule: 8:00 AM 12:00 PM

Local candidates only

Onsite role required

Preferred Soft Skills / Background:

Strong communication skills

Comfortable conducting and participating in meetings

Strong attention to detail

Able to work effectively in a team environment

Strong scheduling/coordination skills

Tech-savvy and up to date with technology

Data analysis experience/background preferred

Prior Genentech/Roche experience is a plus

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