What are the responsibilities and job description for the Administrative Assistant position at Simon Property Group?
Job Location:
Corporate Indianapolis
Primary Purpose
The Administrative Assistant works closely with the Assistant General Counsel and under the direction of the Supervisor of Legal Development. The Administrative Assistant is responsible for providing administrative support to the entire department, including filing, processing incoming and outgoing mail, travel arrangements, and scheduling meetings. He/she is responsible for running, scanning, organizing, and sending documents within the company and to outside parties.
Principal Responsibilities
Corporate Indianapolis
Primary Purpose
The Administrative Assistant works closely with the Assistant General Counsel and under the direction of the Supervisor of Legal Development. The Administrative Assistant is responsible for providing administrative support to the entire department, including filing, processing incoming and outgoing mail, travel arrangements, and scheduling meetings. He/she is responsible for running, scanning, organizing, and sending documents within the company and to outside parties.
Principal Responsibilities
- Maintain the High-Density files in the work room. This includes reorganizing the existing files, creating new file folders, and sending files offsite when necessary.
- Update TyMetrix, including preparing reports, searches, along with opening, updating and closing matters.
- Processing of invoices through TyMetrix, and completion of check requests.
- Word processing and preparing documents using Microsoft Office (Word, Excel, PowerPoint, and Access).
- Prepare UPS, certified mail, and regular mailings for delivery.
- Creation of DocuSign envelopes for electronic signature, creation of execution memos and obtaining executive signature on documents.
- Maintenance of the department’s electronic file repository and preparation of files for SharePoint transition.
- Upload documents into the TAP file system and kick off of workflows for document processing.
- Creation of Coupa purchase orders and requisitions.
- Maintain EV charging stations tracker and research.
- Obtaining data for estoppels, renewals, and right of first refusals.
- Schedule meetings and send invitations for meetings.
- Schedule any travel for the department as needed and prepare expense reports.
- Open, date stamp, and distribute mail.
- Notarize (if a notary) and witness documents.
- Demonstrate excellent communication skills both orally and in writing.
- Desire to improve skills or learn skills that are required for position.
- Promotes a positive workplace atmosphere.
- Other tasks as assigned.
- Administrative experience in a fast-paced environment.
- Solid understanding of office computer technologies and applications including Outlook and Office, with the ability to learn new software.
- Ability to multi-task and communicate effectively with a team of professionals within and outside of the company.
- Ability to stay organized and assist with organization.
- Ability to prioritize, coordinate, multi-task, and demonstrate initiative.
- Able to show good judgement.
