Senior Administrative Assistant

Position Summary:

Responsible for ensuring the office runs efficiently and effectively by performing various administrative duties related to the Indianapolis Office. 

Primary Duties and Responsibilities (not limited to the following):

* Serve as a main point of contact for:

• front desk security -visitors
• back security office-packages, security IDs
• Indiana Farm Bureau-maintenance requests, annual tenant meeting attendance

* Answer Indianapolis Main Line phone calls.

* Sort and deliver mail daily.

* Process UPS and Certified mail requests. 

* Order and manage inventory on various items such as office supplies, kitchen supplies, cleaning supplies, etc. 

* Maintain Indianapolis Corporate Office 

• Oversee and coordinate office renovations/expansions, as needed.
• Tidy breakroom, including sanitizing high contact areas regularly and cleaning appliances once a week.

* Maintain Pool Cars 

• Schedule and coordinate vehicle maintenance, as required.
• Maintain usage calendar.
• Manage mileage reports and submit quarterly.

* Provide administrative support to the VPs and office staff as needed.

* Schedule and organize meetings, travel, conferences and department activities for VPs and office staff.

* Host meetings including room set up, coordinating lunch and beverage stations, etc.

* Manage confidential and non-routine information and explain policies when necessary.

* Type and design general correspondences, memos, etc. Proofread for spelling, grammar, and layout, making appropriate changes as needed. Responsible for accuracy and clarity of final copy

* Credit Card reconciliation.

* Coding/processing invoices 

* Perform electronic scanning of various documents.

* Board Book/Board Meeting backup to Executive Assistant

* Assist Executive Assistant with Annual Meeting preparation.

* Social Committee Chair for Indianapolis office

* Maintain offsite storage records.

* Perform other duties as assigned

Job Qualifications (refers to job, not incumbent):  

Education: High School Diploma required. A minimum of an Associate's degree is preferred.  

Experience: 3 years of related work experience required.  The ideal candidate will have a combination of education and job-related environment or experience.

Other:

* Knowledge of office equipment operation.

* Proficiency in Microsoft Office, including Word, Excel, and PowerPoint.

* Work requires continual diligence in composing, typing, and proofing materials, establishing priorities and meeting deadlines.

* Some analytical ability is required to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work.

* High level of people skills to manage sensitive and confidential situations. Position continually requires demonstrated poise, tact, and diplomacy.

* Ability to multi-task in any situation.