Mindlance · 1 month ago
Administrative Assistant 2
Rochester, NY
Full-time
Onsite
Entry, Mid Level
1+ years expMindlance is a company seeking an Administrative Assistant 2 to perform administrative and secretarial duties. The role involves supporting management by managing correspondence, scheduling meetings, and handling confidential information efficiently.
Human Resources
Responsibilities
Prepares or otherwise processes correspondence
May compose letters and memoranda from transcription, corrected copy, handwritten or marginal notes, verbal instruction, or as routine procedure
Proofs and as necessary edits legal, financial, technical or other business related information
Handles all confidential information with discretion
Receives and relays phone calls, takes messages, greets and directs visitors, and responds to inquiries or routine requests
Opens, evaluates and sorts mail for importance, urgency and distribution
Handles employee and/or high-level customer problems by investigating complaints and follows up to assure clarification and customer satisfaction; handles with discretion
Utilizes software (excel, PowerPoint) to create slides, spreadsheets, visuals, charts, graphs, etc. for meetings and presentations
Supplies audio-visual equipment and transparencies for meetings
Schedules and maintains the assigned staff member(s)' calendars of meetings, conferences, appointments, ensuring that business time is organized efficiently
Provides timely reminders of commitments and supplies necessary meeting data
Makes arrangements for on and off-site meetings, prepares and distributes agenda, issues invitations, orders refreshments and assembles pertinent documents, brochures, reports, files, records, etc
As instructed, prepares travel arrangements and accommodations for the executives, divisional personnel and consultants
As necessary, contacts staff on important matters while in travel status
Submits mileage and travel expense reports, verifies accuracy of reports and monitors for unusual expenses, fluctuations, etc
Establishes and maintains files and as assigned will purge obsolete materials and prepare for storage
Maintains inventories of supplies and materials and reorder as necessary
Qualification
Required
High School diploma is required, supplemented by additional training in stenography and office procedures
Provides administrative support for up to three managers or directors, a large group of exempt professional staff or an Executive Administrative Assistant. (1-3 years)
Some analytical and administrative judgement required
Should possess excellent organizational and communications skills and be able to plan and prioritize assignments
Must be able to retain composure under pressure and handle confidential information with discretion
Must perform most job tasks independently with some decision-making authority
Must have considerable attention to detail
Must be able to work smoothly with a variety of personalities; peers, superiors, Board of Directors, executives and staff
Must have demonstrated proficiency with current office software products which include Lotus Notes, Microsoft Office Products (Word, Excel and PowerPoint)
Preferred
Associate's degree in secretarial science preferred
Provides administrative support for incumbents at the Vice President level. (3-5 years)
Company
Mindlance
Mindlance is a Staffing and Recruiting company which provides multi-vertical staffing services
1001-5000 employees
H1B Sponsorship
Mindlance has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (71)
2024 (53)
2023 (37)
2022 (72)
2021 (36)
2020 (40)
Funding
Current Stage
Late StageLeadership Team
R
Rajat Paul Dhall
Co-Founder & Managing Director
V
Vik Kalra
Co-Founder and Managing Director
Recent News
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