The Indiana Job Board
Job Type: Full Time
Posting Date: 9/14/2020
In this position, you will provide administrative support for an executive (VP) and other department staff as necessary. Administrative responsibilities include the maintenance of calendars and creating a daily flow of critical events for the VP that aligns with the priorities of the organization. You will also maintain an efficient anticipation and follow-up system to ensure all the administrative needs of the Executive are addressed in a timely manner. Independent judgment is required to plan, prioritize and organize a diversified workload. You will exhibit a strong sense of business etiquette with external visitors, as well as, internal contacts at all levels of the organization representing the company and department in a positive manner.
Schedule management coordinates schedule for the Executive and other departmental leaders, prioritizing functions and appointments, ensuring meetings, deadlines, presentations and other duties of the Executive office are carried out seamlessly.
Travel arrangements coordinates travel itineraries and prepares expense reports in a timely manner.
Gatekeeping screens phone calls, takes requests for meetings and coordinates various aspects of interdepartmental communication as necessary.
Prepares business communications (emails, documents, presentations, letters, etc.) on behalf of the Executive when requested.
Manages executive record keeping and reporting.
Organizes Staff or Departmental Meetings and manages departmental conference rooms arrange conference rooms, prepare and maintain meeting invitations, distribute agendas and prepare audio/visual equipment prior to meetings (as necessary). In the case of Visitor Meetings, also assist with travel arrangements, process visitor requests, distribute agendas and prepare audio/visual equipment prior to meetings (as necessary), arrange for meals/refreshments (as necessary).
Facilitate all new employee on-boarding / off-boarding (full-time, contract, bundled services, students) including interview coordination and requests or termination of ID badges, network IDs, phones, IT systems access, computer and office equipment all in close coordination with Human Resources, IT, hiring managers and new employees.
Maintain share drive or departmental collaboration sites with documents and information for reference by select employees across the organization; grant and maintain repository or site access rosters.
Maintains various departmental processes, desk procedures, organization charts, organization announcements, communications, etc.
Order and maintain all office supplies and equipment for the organization.
Assist departmental employees with processing of electronic purchase requisitions for the procurement of equipment and services.
Support Facilities Management activities as required including site contact for vending and maintenance firms, submitting facilities or maintenance related service requests, security coordination, shipping and receiving coordination, safety drill coordination, pool vehicle pass coordination, etc.
Maintain high level of discretion and confidentiality in all matters.
Other duties as assigned.
Associate''s or vocational degree in business administration or equivalent experience
KNOWLEDGE, SKILLS AND ABILITIES:
5-10 years of experience providing direct administrative support to senior level (C-Suite/SVP/VP) executives
Excellent organizational skills, resourcefulness and the ability to handle multiple tasks
High-level of business insight and emotional intelligence applied to operating in a corporate setting
Highly proficient in the use of office automation tools and administrative software
Very strong Microsoft Office skills and the ability to handle multiple calendars
Ability to work cross-functionally with other departments to accomplish objectives, including Human Resources, IT, Facilities Management and Engineering groups
Proficient with written and spoken business communication
Knowledge of international travel requirements and scheduling, to include business visa processing
Ability to generate departmental reports with analytic insights
Familiarity with Concur Travel Management and Expense Reporting system
Minimal Travel Required