Administrative Assistant Senior Representative

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Job description

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."

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