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Administrative Assistant

Company: inSync Staffing
Location: Carmel
Posted on: June 23, 2022

Job Description:

Job DescriptionJob Title: Administrative AssistantPay Rate: Duration: 18 MonthsHours: 8AM-5PM Mon-FriThis job requires working on-site and client is mandating all on-site workers be vaccinated unless a medical/religious exemption is granted by the clientJob Summary:Job Description:Calendaring and Meeting Coordination: ---Proactively maintain daily calendars for multiple business partners; initiate contact and establish good working relationships with others outside of the work group to maximize schedule coordination. ---Manage large, complex meetings at various locations and of various sizes. Assist in the planning logistics by calendaring, identifying/scheduling conference rooms, setting up equipment, ordering materials and/or catering as needed. Travel and Expenses: ---Coordinate and arrange travel, including more complex travel (e.g., international, multi-city travel) for business partners including (but not limited to) air, hotel and rental car. ---Facilitate and coordinate procuring and/or renewing business partners' passport and visa for international travel. ---Process expense reports, including complex reports (i.e. multi-currency and reconciliation of corporate accounts used for business purposes in a timely and accurate manner. Additional Support/Expectations: ---Embrace change and be adaptable ---Provide direction and guidance to non-supported business partners so they can perform administrative tasks on their own (e.g., calendaring, travel, expense reporting, etc.). ---Create and edit documents, spreadsheets and presentations. ---Create and maintain group lists, distribution lists, spreadsheets, databases and collaboration sites. ---Assist with administrative tasks in pre-boarding and onboarding of new employees to the area as requested by the ASC manager and/or business partners. ---Identify innovative techniques to increase productivity across the team. ---Serve as a backup for other administrative assistants to meet workload deadlines or during absences from the office. ---Handle additional administrative support or special projects as assigned by the ASC manager. Additional Skills: ---travel/expense reporting (Concur experience preferred) ---travel booking (Concur experience preferred) ---complex meeting scheduling (Microsoft Outlook experience preferred) ---prioritization/ organization skills ---attention to detail ---problem solving ---multi-tasking while working in fast-paced environment ---provided support for multiple people ---large meeting coordination/event planning preferred ---Proficient knowledge of Microsoft programs (Outlook, Skype, Word, PowerPoint, Excel, SharePoint, etc.) ---Ability to work independently with a high level of self-management in a dynamic work environment ---Strong Interpersonal and organization skills ---Ability to prioritize and seek guidance when multiple and competing priorities arise ---Excellent written and verbal communication skills ---Must be able to maintain confidential information ---Fluent in EnglishRequired Skills/Qualifications:Minimum of three years' experience in a professional work environment or in administrative/office management/coordinator positions . Basic Qualifications: ---3 years of professional experience o administrative/office management/coordinator experience ---High School Diploma/GED 2. Candidate Preferences: Preferred Experience: ---complex meeting scheduling ---travel/expense reporting ---travel booking ---support provided for multiple business partners ---large meeting coordination/event planning ---Microsoft Suite (Word, Outlook, Excel, PowerPoint, etc.) ---virtual meeting software (Skype, Microsoft Teams, GoToMeetings, etc.) ---no more than 3 jobs in 5 years Preferred Skills: ---ability to prioritize and organize ---attention to detail ---multi-tasking in a fast pace environment ---ability to problem solve Examples of preferred work experience backgrounds for the recruiter to consider: ---Supervisory experience in fast-pace environments ---Administrative Assistant supporting multiple Business Partners ---Executive Assistant supporting multiple Business Partners ---HR experience ---Positions in fast-pace industries working with the public o examples: program coordinators, medical assistants, front office experience, etc.Education:High School Diploma or equivalent

Keywords: inSync Staffing, Carmel , Administrative Assistant, Administration, Clerical , Carmel, Indiana

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