Executive Assistant

3 days ago

Culver City, United States Mindlance Full time

Job Details:

Job Title: Executive Assistant and Project Coordinator

Job Duration: 12+month contract (Possibility for extension)

Job Location: Culver City LA – Onsite

Summary

We are looking for an Executive Assistant and Project Coordinator to be a trusted resource for the Business Operations team within Client Services.

This person will work in a range of capacities within two primary functions: supporting the Director of Business Operations with administrative functions (calendar management, travel booking, expense reports and other admin), and serving as a project coordinator to the Head of Employee Engagement.

This is a dynamic position in a fast-paced environment that requires anticipating needs, thinking critically, and offering solutions with the highest level of integrity and professionalism.

This person will be exposed to senior-level executives, and privy to confidential information, so discretion is key.

The ideal candidate will be a collaborative team-member who is well-organized, proactive, a multitasker, and who displays exceptional judgement.


Description

The person will wear two hats: The primary responsibilities of the role will be to: (1) provide full administrative support to the team’s Director, including calendar management, travel, expense reports, and general administrative tasks that arise from time to time; and (2) support efforts to enhance the employee experience and develop Org culture.

For this second element, this person will support the Head of Employee Engagement to help plan and execute events, build detailed project timelines, create keynote presentations, ensure projects stay on track, and maintain org documents and trackers as sources of truth.

This ideal candidate should be able to multi-task, gate-keep, prioritize incoming requests, work with initiative and independently, and be prepared to assist with special projects and meet unanticipated demands.

This person will need to exhibit the utmost professionalism and a high EQ as they will be communicating regularly with both internal and external contacts ranging from the entry level to the most senior.

This role will be exposed to highly confidential and sensitive information and therefore demands the highest level of discretion at all times.


Key Qualifications

Expertise in working with other administrative assistants in scheduling complex meetings

Exemplifies a can-do attitude, is adaptable, a team player, highly motivated and can stay calm under pressure

Superior interpersonal, verbal and written communication abilities

Exceptional listening skills and the capacity to transform what employees are saying into ideas for improving the employee experience

Ability to communicate effectively with senior executives and their assistants

Motivated, flexible self-starter

Proactive problem solving abilities to deal with challenging deadlines and priorities

Comfort with ambiguity; able to react effectively to unanticipated change

Discretion in handling confidential materials and issues

Excels under pressure while maintaining a calm demeanor

Works well independently and within a team


Description

Manage daily calendars showing flexibility and problem solving abilities, adjust and prioritize schedules due to last minute changes and conflicting meetings, coordinate with executive schedules and meeting room availability

Support the elevation of the employee experience, helping to keep projects on track

Plan excellent events, including catering and food coordination, venue identification and bookings, and making certain the event itself meets the intended goals for that event

Ensure key meetings — with both internal leadership/teams across the company and with external business partners — go off without a hitch

Make it a point of pride to know who to go to within Client for any need that may arise

Process expense reports and POs


Requirements

Minimum of 3 years’ experience supporting senior executives or cross-functional teams

BA or BS preferred

Strong verbal and written communication ability


Preferred Qualifications

Minimum of 3 years’ experience supporting senior executives or cross-functional teams

3+ years relevant experience coordinating engagement programs and/or Org events

BA or BS preferred

Strong verbal and written communication ability


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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