Admin/Clerical - Executive Assistant at Mindlance in Washington, DC

Job description

• The Executive Assistant provides high-level administrative and operational support to three Vice Presidents within the Marketing organization. This role serves as a trusted strategic partner, enabling leadership effectiveness through proactive management of priorities, communications, and executive operations. The Executive Assistant is responsible for protecting executive focus, prioritizing competing demands, reducing decision fatigue, and ensuring leadership time is allocated to the highest-value activities that drive organizational goals. Acting as a key liaison across internal teams and external stakeholders, this individual manages highly confidential information with discretion while representing executive leadership with professionalism, sound judgment, and diplomacy.

Responsibilities

• Executive Support
• • Manage complex executive calendars, schedules, and priorities for three Vice Presidents.
• • Coordinate executive correspondence, presentations, reports, and other business communications.
• • Anticipate needs and proactively support leadership in meeting business objectives.
• • Handle highly sensitive and confidential information with professionalism and discretion.
• Meetings & Events
• • Schedule and coordinate internal and external meetings, team events, and leadership activities.
• • Prepare agendas, meeting materials, notes, and follow-up action items.
• • Manage meeting logistics, including conference rooms, catering, and virtual meeting technology.
• Communications & Reporting
• • Draft, edit, and distribute executive communications and team updates.
• • Consolidate weekly, monthly, and quarterly status reports and strategic initiative updates.
• • Serve as a liaison between executives, business partners, vendors, and internal teams.
• Travel & Expense Management
• • Coordinate domestic and international travel arrangements, including complex itineraries and last-minute changes.
• • Manage expense reporting, corporate card reconciliation, and travel documentation in compliance with company policies.
• Operational Support
• • Assist with onboarding of new employees and contractors.
• • Support vendor management, contract administration, reporting, and departmental operations.
• • Maintain internal sites, documentation, dashboards, and team resources.
• • Perform special projects and other administrative duties as assigned.

Requirements

• • Ideally, 5+ years supporting Vice President-level executives or senior leadership.
• • Exceptional organizational, communication, and relationship-building skills.
• • Proven ability to manage multiple priorities with strong attention to detail.
• • Demonstrated discretion in handling confidential information.
• • Proactive, resourceful, and solution-oriented with strong judgment and decision-making skills.
• • Advanced proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint), Adobe Acrobat, and related productivity tools.
• • Bachelor's degree preferred.
• - WFH Monday and Friday, in Washington D.C. Tuesday - Thursday.

Skills

Required

• Organizational skills
• Communication skills
• Relationship-building skills
• Attention to detail
• Discretion
• Proactive
• Resourceful
• Solution-oriented
• Judgment
• Decision-making
• Adobe Acrobat
• Productivity tools

Benefits

• Health insurance
• 401(k)
• Dental Insurance
• Vision Insurance
• Referral Program
• Travel Allowances