Administrative Assistant

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Job description

Job Location:
Corporate Indianapolis
Primary Purpose
This is a high-level support role of a key executive. The responsibility of this position is to assist with the day to day affairs of running the Information Services department, and full administrative support to the Chief Technology Officer.
Principal Responsibilities
The successful candidate's responsibilities will include, but not be limited to:
Administrative Needs Of The SVP/CTO

• Managing an active calendar of appointments: making sure meetings are scheduled, proactive resolution of schedule conflicts, working with other managers to schedule meetings in support of the IT area, and blocking time for routine items.
• Email management: attention to critical items, responding to emails at manager request or when possible without manager direction. Ensuring emails are assessed for priority, importance, and urgency to avoid missed expectations on inbound emails, preparing draft emails upon request and composing content for editing
• Taking proactive measures to identify meeting preparation needs for both chair and participant roles and following through to successful completion, often with deadline pressures.
• Protecting and preserving adequate time on calendar for focus time and ensuring that the SVP/CTO's schedule is followed and respected.
• Working closely and effectively with the SVP/CTO to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• Communicating directly and on behalf of the SVP/CTO and providing a bridge for smooth communication between the SVP/CTO and internal staff. When needed, participating directly in meetings and following up with the relevant parties.
• Maintaining a daily status report of tasks that need to be completed/monitored by the SVP/CTO and following up when necessary to ensure the tasks are brought to completion.
  

Administrative needs of the PMO, Application Support, Infrastructure, Property Revenue and Customer Support areas:

• Analyzing data such as budgets, system usage logs, time reporting, etc. making observations about new trends, abnormalities (possible errors in data sets), and working with owners to understand, correct, and refine in an effective and timely manner.
• Organizing and preparing semi-annual Area Accomplishments presentation and coordinating meeting.
• Assisting Management Team and Project Managers in the execution of the management plan for assigned projects and ensure smooth operation and coordination of multiple projects simultaneously so that they operate successfully.
  

Additional Administrative Needs

• Assisting with Microsoft Project administration and reports by maintaining current employee information, project assignments, trouble shooting, and generating routine and ad hoc reports that are useful in setting team objectives/targets.
• Coordinating invoice payment processing and ensure that invoices are complete, accurate, and processed for payment in a timely manner; and, maintain a spreadsheet of invoices approved and signed for SVP/CTO.
• Managing and arranging detailed travel plans for multiple travelers and preparing travel itineraries and agendas.
• Overseeing small project coordination for IT department.
• Developing PowerPoint presentations: ensuring content and layout is consistent.
• Coordinating and scheduling meetings for other IS Directors within time constraints.
• Assisting IS Managers with the hiring of contractors and consultants by preparing an interview tracker, managing team reviewing candidates, providing feedback to vendors, scheduling interviews, and maintaining a positive vendor/client relationship.
• Coordinating the onboarding of contractors and consultants, maintaining tracking logs, preparing department paperwork, and completing department forms.
• Assisting IS Managers with the hiring process by working with HR to provide feedback on candidates, coordinating schedules for interviews, and revising interview tracker so that strong candidates can be identified and hired within time constraints.
• Preparing and processing expense reports in a timely manner.
• Serving as the SVP/CTO's administrative liaison with other departments for IT matters.
• Managing department office supplies inventory by checking stock to determine inventory level, placing orders for supplies, and verifying receipt and distribution of supplies.
• Coordinating department special events.
• Planning and organizing internal/external meetings: ordering catered meals for working lunches with vendors, coordinating facilities, and preparing and distributing materials.
• Answering multiple phones as part of the Administrative Assistant phone pool.
• Supporting office equipment such as copier, printer, and scanner (Multi-function Devices).
• Preparing special mail delivery per department policy utilizing the UPS website.
• Maintaining invoice files and prepare for annual shipment to off-site storage.
• Miscellaneous duties as assigned.
  

Minimum Qualifications

• Proficient in Microsoft Suite (Outlook, Teams, Word, Excel, PowerPoint, Visio, Project, PowerBI).
• Communicates honestly, openly, and consistently. Respects confidentiality of both corporate and personal information.
• Encourages a positive rather than negative viewpoint.
• Maintains the highest standard of personal conduct in performing all duties.
• Well prepared and organized. Carries out all responsibilities and action items in a purposeful way.
• Can be relied upon to get the job done. No surprises.
• Proactive rather than reactive. Able to avoid mistakes that could/should be anticipated.
• Confident and assertive. Comfortable in a room with any and all levels of executives
• Professional appearance and manner that always represents the department well.
• Able to communicate effectively through a broad range of written media such as internal memos, reports, and other informational documents. Able to get the point across clearly and succinctly so that people do not read a message not intended to be communicated.
• Manages use of time effectively and efficiently. Able to handle multiple commitments.
• Remains calm in difficult situations.
• Adapts to change easily.
• Creative with solving problems and finding solutions to new situations.
• Able to build co-operative working relationships (team player).