What are the responsibilities and job description for the Senior Administrative Assistant (Properties and Concessions & Air Service) position at indianapolisairport-pilot?
General Summary
The Senior Administrative Assistant – Properties and Concessions & Air Service will primarily support the Director of Properties and Director of Concessions & Air Service. This position is a very active, hands-on position which requires the incumbent to be a self-starter, multi-tasker, decision maker in a fast-paced environment. This position will provide administrative support, which will involve scheduling appointments with internal and external attendees, accurately communicate with both internal and external parties, filing, composing memos and emails, researching and creating presentations, generating reports, assisting on projects, preparing and monitoring PO’s, invoices and expense reports as well as ordering office supplies when needed. The incumbent in this position will have excellent organizational skills, an ability to be proactive, strong initiative, good judgment, excellent communication (interpersonal, grammar, telephone) skills, and is proactive on all matters. This position will manage confidential documents, create/maintain monthly reports, maintain and update administrative programs. Position will also at times attend staff meetings, take notes, transcribe results, interface regularly with team members, inside customers, and outside visitors on a regular basis.
It is imperative and a requirement the Senior Administrative Assistant work on multiple projects in coordination with multiple departments and other administrative assistants on a regular basis including calendar management, setting of meeting both internal and external, catering coordination, etc.
Essential Job Responsibilities
Minimum Requirements
Physical Demands and Work Environment
The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The Senior Administrative Assistant – Properties and Concessions & Air Service will primarily support the Director of Properties and Director of Concessions & Air Service. This position is a very active, hands-on position which requires the incumbent to be a self-starter, multi-tasker, decision maker in a fast-paced environment. This position will provide administrative support, which will involve scheduling appointments with internal and external attendees, accurately communicate with both internal and external parties, filing, composing memos and emails, researching and creating presentations, generating reports, assisting on projects, preparing and monitoring PO’s, invoices and expense reports as well as ordering office supplies when needed. The incumbent in this position will have excellent organizational skills, an ability to be proactive, strong initiative, good judgment, excellent communication (interpersonal, grammar, telephone) skills, and is proactive on all matters. This position will manage confidential documents, create/maintain monthly reports, maintain and update administrative programs. Position will also at times attend staff meetings, take notes, transcribe results, interface regularly with team members, inside customers, and outside visitors on a regular basis.
It is imperative and a requirement the Senior Administrative Assistant work on multiple projects in coordination with multiple departments and other administrative assistants on a regular basis including calendar management, setting of meeting both internal and external, catering coordination, etc.
Essential Job Responsibilities
- Provide problem solving initiatives while making sound, responsible decisions.
- Schedule numerous meetings with both internal and external attendees.
- Filing.
- Organizing and maintaining filing for both departments.
- Setting priorities and working within various timelines and deadlines.
- Discretion in handling confidential information and exercising good judgment.
- Comprehend, retain and follow oral and written instructions in order to perform a wide variety of administrative services.
- Excellent communication skills will be necessary in order to work successfully with all levels of IAA personnel, the general public, and other government entities.
Minimum Requirements
- Two-year degree from an accredited college or university with a degree in Business Administration or related field; or any combination of education and experience that provides the knowledge, skills, and ability to perform the duties of this position.
- A minimum of two (2) years of experience.
- Strong Microsoft Office product skills (Excel, Word, Outlook) .
- Excellent communication skills.
- Very strong organization skills.
Physical Demands and Work Environment
The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Physical Demands: While performing the duties of this position, the employee is required to walk, sit, use of hands to finger, handle, or feel objects, reach with hands and arms, balance, stop, talk or hear. The employee must occasionally lift and/or move up to 25 pounds or more. Specific vision abilities required by the position include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to focus. Operate a motor vehicle with a valid driver’s license. Use of a computer and other personal assistance devices (tablets or mobile phone) are a must for this position.
- Work Environment: This position is performed within an office environment at least 90% of the time. The other 10% the employee will be exposed to weather conditions prevalent at the time. With multiple worksites the noise level varies from the office environment and the outside environment. The incumbent in this position is expected to work independently and as part of the team.
