Administrative Assistant 5 Job at Mindlance in San Francisco

Responsibilities

• Executive’s calendar and meeting management – maintain executive’s calendar, coordinate meetings, conference rooms, catering and other logistics as necessary.
• Arrange corporate travel and meetings by developing itineraries and agendas, booking transportation and arranging hotels and meeting rooms – domestic & international.
• Process business expense reimbursement requests, invoices and manage POs.
• Ad‑hoc requests to support the team, including All Hands planning, offsite event planning/coordination, external meetings, escorting guests onsite & team building activities.
• Coordinate assistance with office space, equipment, software, office‑related matters, and events.
• Be onsite, in office regularly and able to assist with in‑person needs and tasks.
• Ability to travel occasionally to provide on‑site support at team offsite events.
• Manage team access to shared databases (SharePoint, OneNote, Wiki).
• Regularly collaborate with cross‑functional Administrative & Executive Assistants.

Qualifications

• 5+ years of experience as Administrative Assistant within a high‑tech organization.
• Advanced proficiency in Microsoft Office (Outlook, OneNote, Word, Excel, PowerPoint, and Teams), Slack, and familiarity with Concur or other expense‑reporting software.
• Ability to remain flexible, embrace change and manage uncertainty, all while thriving in a fast‑paced environment.
• Time management skills with excellent planning and organizational capabilities and a keen eye for details and accuracy.
• Demonstrated capacity to work autonomously, handle complex assignments, and show initiative and follow‑through.
• Team player with strong interpersonal skills who partners well, develops & preserves positive relationships across org(s).
• Able to apply the utmost discretion when dealing with sensitive and confidential material.

EEO Statement

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