Position Details:

Role: Administrative Assistant

Location: 290 Congress St, Boston, MA, 02210

Duration: 7 Months with the potential to convert to full-time

Job description:

This is a temporary contract position with the potential to convert to full-time and requires working on-site four days per week.

In this role, you will partner closely with senior leaders to keep priorities moving, communications clear, and logistics running smoothly.

You’ll be a key point of coordination across teams and time zones, helping the organization operate efficiently and professionally.

Key Responsibilities

• Serve as the primary administrative partner to executive leadership, providing proactive, high-touch support.

• Manage complex calendars and meeting logistics; coordinate conference rooms; and prepare agendas, materials, and presentations to support effective decision-making.

• Coordinate domestic and international travel, expenses, and invoice processing; track follow-ups to ensure requests are completed accurately and on time.

• Collaborate regularly with partners across global locations, maintaining professionalism, discretion, and a customer-service mindset.

Required Qualifications

• 5+ years of administrative experience supporting senior or executive-level leaders.

• Strong proficiency with Microsoft 365 (Word, Excel, PowerPoint, Outlook, Teams).

• Ability to manage multiple priorities, shift gears quickly, and independently organize work to support more than one stakeholder.

• Sound judgment and discretion when handling sensitive and confidential information; ability to anticipate needs and surface risks early.

• Experience coordinating complex travel (multi-leg itineraries, time zones, and last-minute changes).

• Comfortable in a fast-paced environment; able to stay calm, resourceful, and solutions-oriented under time pressure.

• Strong interpersonal skills and professionalism when working with a wide range of teams, roles, and locations.

• Excellent written and verbal communication skills.

• Highly detail-oriented, with a focus on accuracy, follow-through, and continuous process improvement.

Preferred Qualifications

• Bachelor’s degree or associate degree preferred or equivalent years of experience.

• Experience with administrative programs: Ariba Buyer, Axiom, Concur, etc.

Why You’ll Love This Role

• High-visibility partnership with executive leadership and meaningful impact on day-to-day business effectiveness.

• Varied work across scheduling, communications, events, and operational coordination, and no two days are the same.

• Regular collaboration with colleagues across global locations and time zones.

• Opportunity to build scalable processes and become a trusted go-to partner.

EEO:

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

Mindlance

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