Mindlance is hiring: Executive Assistant in Culver City

Job Details: Job Title: Executive Assistant and Project Coordinator Job Duration: 12month 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.”