Senior Administrative Assistant II

Description

• #1 Airport in North America and Indiana Chamber's Best Places to Work!
• Paid Childcare Reimbursements up to $10k/year, per child.
• Paid Tuition Assistance up to $5,250/year
• Generous Medical, Dental, Vision and RX
• Free Healthcare through Marathon Health
• Pet Insurance
• Up to 5% Match Retirement Plan
• Generous Paid Time Off Programs & MORE!

GENERAL SUMMARY

The Senior Administrative Assistant II - Properties, Concessions, and Air Service will primarily support the Director, Properties, and the Director, Air Service and Airport Experience. This position is a very active, hands-on position which requires the incumbent to be a self-starter, multi-tasker, decision maker in a fast-paced environment. This position will provide administrative support, which will involve scheduling appointments with internal and external attendees, accurately communicating with both internal and external parties, filing, composing memos and emails, researching, and creating presentations, generating reports, booking travel and managing expense reports, assisting on projects, preparing and monitoring PO's, invoices and expense reports as well as ordering office supplies when needed. The incumbent in this position will have excellent organizational skills, an ability to be proactive, strong initiative, good judgment, excellent communication (interpersonal, grammar, telephone) skills, and is proactive on all matters. This position will manage confidential documents, create/maintain monthly reports, maintain, and update administrative programs. Position will also at times attend staff meetings, take notes, transcribe results, interface regularly with team members, inside customers, and outside visitors on a regular basis.


It is imperative and a requirement that the Senior Administrative Assistant work on multiple projects in coordination with multiple departments and other administrative assistants on a regular basis including calendar management, the setting of meetings both internal and external, catering coordination, etc.

ESSENTIAL JOB RESPONSIBILITIES

• Provide problem solving initiatives while making sound, responsible decisions.
• Schedule numerous meetings with both internal and external attendees
• Filing
• Organizing and maintaining filing for both departments
• Setting priorities and working within various timelines and deadlines.
• Discretion in handling confidential information and exercising good judgment.
• Comprehend, retain, and follow oral and written instructions to perform a wide variety of administrative services.
• Excellent communication skills will be necessary to work successfully with all levels of IAA personnel, the public, and other government entities.
• Keen attention to detail and preferences to provide domestic and international travel support and management.
• Ability to understand business unit leader priorities and time demands to provide effective calendar support and management.
• Coordinate logistics for small and large meetings, including occasional special event support.

MINIMUM REQUIREMENTS

• Two-year degree from an accredited college or university with a degree in Business Administration or related field; or any combination of education and experience that provides the knowledge, skills, and ability to perform the duties of this position.
• A minimum of seven to ten (7-10) years of experience as an administrative assistant

• Strong Microsoft Office product skills (Excel, Word, Outlook)
• Excellent communication skills
• Very strong organization skills

PHYSICAL DEMANDS AND WORK ENVIRONMENT

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Physical demands: While performing the duties of this position, the employee is required to walk, sit, use hands to finger, handle, or feel objects, reach with hands and arms, balance, stop, talk or hear. The employee must occasionally lift and/or move up to 25+ pounds or more. Specific vision abilities required by the position include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to focus. Operate a motor vehicle with a valid driver's license. Use of a computer and other personal assistance devices (tablets or mobile phones) is a must for this position.

• Work environment: This position is performed within an office environment at least 90% of the time. The other 10% will be exposed to weather conditions prevalent at the time. With multiple worksites the noise level varies from the office environment and the outside environment. The incumbent in this position is expected to work independently and as part of the team.