Administrative Assistant - ADV

Administrative Assistant

Performs routine administrative duties: placing, receiving and routing telephone calls; receiving and directing visitors, typing, filing, faxing, handling incoming and outgoing mail, ordering and maintaining supplies, and providing backup coverage to other administrative desks.

Key Responsibilities:

• Be a positive ambassador of the company to visitors and the public in a professional manner, in keeping with the company values, ethics and brand images
• Greet customers, partners and vendors in a positive, professional manner and direct them to the appropriate meeting locations
• Professionally answer the main site telephone line(s) and direct the callers to the appropriate staff, transfer the caller to a staff member's voice mailbox when the associate is unavailable or take and retrieve messages for various personnel
• Coordinate with the landlord and building security for miscellaneous communications and daily operations
• Coordinate/communicate with Facility Management team to resolve maintenance concerns
• Manage the ordering and receiving of office supplies that have been pre-determined as "common" office supplies (printer paper, dry erase supplies, coffee, break room supplies etc)
• Coordinate the validation of visitor and customer parking passes
• Coordinate and manage the assignment and delegation of employee parking passes and when required, be a primary point of contact between the company and contracted parking garage management
• Coordinate and manage the assignment and delegation of employee security keycard badges for access
• Coordinates the pick-up and delivery of mail services by contracted entities including inter-office mail (West Morris St mail room) and express mail services (FedEx, UPS, etc.)
• Communicate to local personnel on pertinent local, landlord, and building information that may affect employees commute and working environment
• Coordinate tours, supplier meetings, internal meetings and presentation material
• Manage employee distribution lists
• Manage office moral activities, including supporting social events, office signage, champ award process management, office supply orders, coffee and interfacing with facilities for small budgeted office improvement programs;
• Working with Employee Engagement teams to facilitate events;
• Helps develop presentations for various events for the department and executive leadership;
• Assist Site Lead with scheduling - Executive visits to the Indianapolis Engineering, 1on1 with staff, Connect Meetings, Workshops, Employee Events
• Maintain and upgrade conference rooms