Overview
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.
