Administrative Assistant (3-5 years) in Indianapolis, IN at Volt

Date Posted: 10/22/2019

Job Snapshot

Job Description

Position:        Administrative Assistant

Location:       Indianapolis, IN

Status:           18 month contract

Shift:              Day Shift – 8:00 am to 4:45 pm Monday to Friday

Volt is seeking job seekers for a contract position with one of our customers, Lilly, a leading pharmaceutical company headquartered in Indianapolis, IN. Being on a temporary contractor assignment with this client means working in an innovative culture where you can support the work of thousands of others around the globe dedicated to improving the lives of others. Over 90% of workers rate their assignment as above average or excellent within this organization.

This job description outlines the general nature and level of the work. It is not intended to be an exhaustive list of all responsibilities or skills associated with the position.  We anticipate that future process improvements may alter the tasks and services that are provided by this role.

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’ passport and visa for international travel.
  • Process expense reports, including complex reports (i.e. multi?currency), including 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.).
  • Attend ASC team meetings as assigned or directed.
  • 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 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.

Basic Qualifications

  • High School Diploma/GED-
  • Minimum of three years' experience in a professional work environment or in administrative/office management/coordinator positions
  • Qualified candidates must be legally authorized to be employed in the United States.

Additional Skills/Preferences

  • 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 (e.g. Outlook, Excel, Word, PowerPoint,  Skype, 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

Volt has been serving some of the nation's strongest companies for over 60 years. As a Volt candidate, you can expect the highest level of on-site support. We have a long-standing tradition of developing lasting and mutually beneficial.

Volt is an Equal Opportunity Employer.