Administrative Assistant

Job Title: Administrative Assistant

Job Location: Indianapolis IN

Duration: 18 Months Contract on Real Soft’s W2

JOB DESCRIPTION:

Basic Qualifications:

• 3 years of professional experience administrative/office management/coordinator experience * High School Diploma/GED 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.Responsibilities: 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’ passports and visas 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 English

About Real Soft Inc.
Incorporated in 1991, Real Soft Inc. (RSI) is a US based talent agency. You can learn more about our firm by going to: www.realsoftinc.com.
Please don’t hesitate to contact me at anytime or let me know the best time to reach out to you to discuss this opportunity in more detail. If this opportunity doesn’t fit your profile - also let us know! We have many jobs across the US and still might have something that works for you.

Job Type: Contract

Pay: $21.00 - $22.00 per hour

Schedule:

• 8 hour shift

Education:

• High school or equivalent (Required)

Experience:

• Office manager: 3 years (Required)
• receptionist: 1 year (Preferred)
• administrative assistant: 3 years (Required)
• Travel planning: 1 year (Preferred)

Work Location: One location