Senior Administrative Assistant

Mindlance; New York (NY); On-site; USD 65,000 - 95,000; Full time

Job summary

Mindlance is seeking a Senior Administrative Assistant to provide comprehensive support to the Corporate Development and Strategy team in New York. The role demands coordinating multiple priorities, professional collaboration across levels, and handling highly confidential information with discretion.

Key duties include managing senior leaders’ calendars, arranging meeting logistics, travel bookings, expense reports, and back-up support for other assistants.

Qualifications

• Excellent organizational skills and attention to detail.

Responsibilities

• Coordinate calendars for five senior leaders and manage scheduling.
• Plan meetings logistics including IT, room setup, and catering.
• Coordinate travel plans, expense reports, and invoicing.
• Support the CD&S team with events, supplies, and special projects.
• Maintain relationships with Executive Assistants and provide back-up when needed.
• Explore AI-enabled tools to enhance administrative efficiency.
• Handle ad-hoc tasks such as compliance approvals and recognition reporting.

Skills

Organizational skills

Communication

Multitasking

Confidentiality

Professionalism

Attention to detail

8+ years supporting executives

Education

Bachelor’s degree preferred

Tools

Microsoft Outlook

Microsoft Word

PowerPoint

Excel

Travel expense reporting

Invoicing software

Job description

Role Overview:

This challenging Senior Administrative Assistant position provides comprehensive administrative support for the Corporate Development and Strategy team. The role requires coordinating multiple activities simultaneously and supporting the efficient operation of the department. The successful candidate must be able to effectively manage competing priorities and collaborate professionally with individuals at all levels of the organization, as well as with external parties.

The ideal candidate will have excellent organizational skills and exceptional attention to detail; strong verbal and written communication skills; flexibility and agility to adapt as priorities change; the ability to work effectively and collaboratively with other administrative assistants; and a demonstrated ability to handle highly confidential information with discretion and sound judgment.

What You'll Do:

• Administrative Planning & Execution: Coordinate across multiple leaders’ calendars for seamless execution, including:
• Lead heavy meeting scheduling and logistics activities for a team of five senior leaders in an effective and proactive manner;
• Coordinate logistics for all meetings including IT, room set-up, and catering as needed;
• Travel & Expense – Coordinate travel reservations, prepare travel expense reports, and process invoices in a timely and accurate manner.
• Team Support: Support the overall CD&S team, as needed. This may include (but not limited to) coordinating logistics for team events (venue, room, food, etc.), ordering supplies/snacks, and helping with special events.
• Relationship Management: Develop and maintain strong relationships with other Executive Assistants; including providing back-up when needed.
• Continuous Improvement - Demonstrated proficiency with, or strong interest in learning, emerging AI ‑ enabled tools and technologies to enhance administrative efficiency and support departmental operations.
• Flexibility: Remain flexible if priorities change and maintain involvement in a wide variety of tasks based on business demands that arise. Own ad-hoc administrative tasks (e.g., compliance approvals, applause recognition reporting).

What You'll Bring:

• Excellent organizational skills and attention to detail. Strong follow up skills
• Strong interpersonal skills with a high level of professionalism
• Excellent written and verbal communication skills
• Ability to prioritize and multi-task
• Possesses a sense of urgency
• Ability to maintain confidentiality, good judgment and diplomacy
• High proficiency in Microsoft Outlook, Word, PowerPoint, and Excel, along with travel reporting and invoicing applications
• Bachelor’s degree preferred
• Minimum of 8 years of experience supporting senior level executives in a corporate environment