Administrative Assistant

*To expedite the screening and hiring process, please apply directly by copy/pasting this link into your browser - https://secure6.saashr.com/ta/6200977.careers?ApplyToJob=621158299

Description

Interstate Business Solutions is dedicated to creating cleaner, safer, and more sustainable environments in our communities. We specialize in litter abatement, homeless encampment cleanup, and other essential services that improve the quality of life in urban and suburban areas. “IBS is a fair chance employer who hires people who are justice involved, currently or formerly unsheltered, veterans, experienced substance abuse, and others with resume gaps”. Our commitment to excellence, innovation, and community well-being sets us apart as a leader in our field.

The Administrative Assistant plays a crucial role in supporting the administrative functions of multiple departments across the organization. This may include managing calendars and schedules, providing administrative and clerical support, as well as administering social media. This position requires organizational and communication skills, as well as the ability to prioritize tasks to ensure smooth day-to-day operations.

Job Duties

Administrative Support

• Perform general administrative tasks such as filing, data entry and mailings.
• Manage executive calendars, scheduling appointments, and coordinating meetings.
• Handle incoming calls, emails, and other communications on behalf of the executive office and team.
• Draft, review, and edit executive-level correspondence, reports, and documents.
• Greet and assist visitors to the executive office in a professional and courteous manner.
• Coordinate any necessary arrangements for guest visits.
• Arrange logistics for executive meetings, company events and gatherings, ensuring meeting spaces are well prepared.
• Assist in making travel arrangements for executive team members including preparing itineraries and other travel-related details.

Facility Management

• Oversee day-to-day facility operations, including maintenance, repairs, and cleanliness.
• Coordinate with external vendors for facility services such as cleaning, security, and maintenance.
• Assist in office space planning and layout to optimize efficiency and accommodate growth.
• Coordinate office relocations or expansions as needed.

Finance and Recordkeeping

• Track and reconcile executive expenses, ensuring accuracy and adherence to company policies.
• Maintain organized and up-to-date records, files, and databases.
• Assist in document preparation, formatting, and distribution.

Purchasing, Supplies, and Inventory Management

• Manage office and field operations supply inventory for day-to-day operations.
• Purchase supplies for office and field operations.
• Coordinate with office and field operations to determine supply needs.
• Managing supplier relations and negotiating pricing.

Other job duties as assigned

Qualifications

• High school diploma or equivalent; additional education or certifications are a plus.
• Proven experience as an administrative assistant or in a similar role.
• Proficient in MS Office (Word, Excel, Outlook) and other relevant software.
• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Attention to detail and problem-solving skills.
• Ability to handle confidential information with discretion.

Summary

As part of its employment process, Interstate Business Solutions may procure or have prepared a criminal background check. An applicant with an unsatisfactory criminal background check report will still be considered for employment with relief. Must provide proof of eligibility to work in the United States.

IBS is dedicated to the achievement of equality of opportunity for all its employees and applicants for employment. This broadly interpreted policy not only prohibits discrimination based on race, color, religion, sex, sexual orientation, gender identity, marital status, age, national origin, disability, veteran status, or any protected category under state, local, or federal law, but also ensures that qualified individuals will be given the opportunity to join IBS and progress within IBS in accordance with their own abilities.

Job Type: Full-time

Pay: $55,000.00 - $60,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible schedule
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

People with a criminal record are encouraged to apply

Ability to Commute:

• Noblesville, IN 46060 (Required)

Ability to Relocate:

• Noblesville, IN 46060: Relocate before starting work (Required)

Work Location: In person

Salary : $55,000 - $60,000