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Office/Administration - Executive Assistant II
Mindlance
- 🇺🇸 United States
- On-site
- Manager or above
- 14 hours ago
- Concur
- Microsoft Outlook
- Excel
- PowerPoint
14 hours ago
The Executive Assistant is a trusted partner to senior executive leaders, providing high-level administrative and operational support in a fast-paced, complex environment. This role requires sound judgement, exceptional organizational skills, and the ability to anticipate executive needs while managing multiple priorities with discretion and professionalism.
The Executive Assistant operates with a high degree of autonomy, supporting executive leaders who engage regularly with internal and external stakeholders at the most senior levels across the organization.
Key Responsibilities
• Provide comprehensive, proactive administrative support to senior executives, ensuring efficient day-to-day operations
• Manage complex calendars, scheduling internal and external meetings across multiple time zones, with flexibility for urgent and last-minute changes
• Coordinate domestic and international travel, including flights, ground transportation, accommodation, visas, and passport renewals
• Prepare, edit, and compile executive-level presentations, reports, dashboards, and briefing materials
• Support planning and execution of onsite and virtual meetings, including agendas, logistics, catering, and follow-up actions
• Act as a key liaison with other Executive Assistants to align schedules, travel plans, and leadership activities
• Handle highly confidential and sensitive information with absolute discretion and professionalism
• Process and reconcile travel and expense reports using Concur
• Screen and manage executive communications, including phone calls, emails, and correspondence, ensuring timely and appropriate responses
• Maintain organized electronic and physical filing systems in line with company and compliance standards
• Support special projects and initiatives requiring independent judgement, coordination, and follow-through
• Ensure office operations run smoothly, including supply management and ad hoc executive support as needed
Skills & Capabilities
• Demonstrated ability to work independently with minimal direction while exercising sound judgement
• Advanced proficiency in Microsoft Outlook, Word, Excel, and PowerPoint; SharePoint experience preferred. Diligent experience a plus.
• Strong written and verbal communication skills, with confidence engaging senior leaders and external partners
• Highly organized, detail-oriented, and able to manage competing priorities under pressure
• Proactive, solutions-focused mindset with strong anticipation and planning skills
• Professional presence, discretion, and ability to navigate a corporate executive environment
• Strong interpersonal skills and a collaborative, team-oriented approach
Qualifications & Experience
• High school diploma or equivalent required; college degree preferred
• Minimum of three years’ experience supporting senior leaders in an executive assistant role
• Experience in a corporate or highly regulated environment preferred, pharmaceutical or life sciences experience a plus
Additional Requirements
• Willingness to work extended hours or overtime as business needs require
• Ability to handle confidential information with the highest level of integrity
• Reliable transportation required
EEO:
“Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of – Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans.”
Office/Administration - Executive Assistant II · Mindlance