Administrative Staff - Executive

Temporary Contract Position

***Urgent need!*** This is a temporary contract position with the potential to convert to full-time and requires working on-site four days per week. In this role, you will partner closely with senior leaders to keep priorities moving, communications clear, and logistics running smoothly. You'll be a key point of coordination across teams and time zones, helping the organization operate efficiently and professionally.

Key Responsibilities

• Serve as the primary administrative partner to executive leadership, providing proactive, high-touch support.
• Manage complex calendars and meeting logistics; coordinate conference rooms; and prepare agendas, materials, and presentations to support effective decision-making.
• Coordinate domestic and international travel, expenses, and invoice processing; track follow-ups to ensure requests are completed accurately and on time.
• Collaborate regularly with partners across global locations, maintaining professionalism, discretion, and a customer-service mindset.

Required Qualifications

• 5 years of administrative experience supporting senior or executive-level leaders.
• Strong proficiency with Microsoft 365 (Word, Excel, PowerPoint, Outlook, Teams).
• Ability to manage multiple priorities, shift gears quickly, and independently organize work to support more than one stakeholder.
• Sound judgment and discretion when handling sensitive and confidential information; ability to anticipate needs and surface risks early.
• Experience coordinating complex travel (multi-leg itineraries, time zones, and last-minute changes).
• Comfortable in a fast-paced environment; able to stay calm, resourceful, and solutions-oriented under time pressure.
• Strong interpersonal skills and professionalism when working with a wide range of teams, roles, and locations.
• Excellent written and verbal communication skills.
• Highly detail-oriented, with a focus on accuracy, follow-through, and continuous process improvement.

Preferred Qualifications

• Bachelor's degree or associate degree preferred or equivalent years of experience.
• Experience with administrative programs: Ariba Buyer, Axiom, Concur, etc.

Why You'll Love This Role

High-visibility partnership with executive leadership and meaningful impact on day-to-day business effectiveness. Varied work across scheduling, communications, events, and operational coordination, and no two days are the same. Regular collaboration with colleagues across global locations and time zones. Opportunity to build scalable processes and become a trusted go-to partner.

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