Administrative Assistant 3
Apollo ITS
Administrative Assistant
Location: Indianapolis, IN 46204 - Local candidates only
Duration: 8+ months (extendable up to next financial year)
Interview: In-person
Contract to hire after 6 months
USC and GC only
Position is on-site, Monday thru Thursdays 30 hours a week, with the potential to add a fifth day later, for 37.5 hours a week, flexible start time between 7:30 am - 8:00 am start, 7.5 hour day.
Job Description
Provides administrative support to either a team or individual. Duties may include fielding telephone calls, receiving and directing visitors, word processing, creating spreadsheets and presentations, and filing. 4 to 5 years of experience. Involved in a variety of administrative duties involving judgment in the application of relatively standardized administrative precedents, policies, and procedures.
Responsibilities
- Badge access (onboarding and changes) requires 1-3 hours a day because we get several emails statewide, they would follow a process and would be given access to the program (highly confidential)
- Office equipment: Surplus process of equipment this could be taking equipment to surplus to be used elsewhere or heavy trash
- Managing supplies in general around the office (extra, layoffs, etc.)
- Office furniture and desk chair orders ordering, procurement
- Office supplies: Ordering, managing and keeping organized
- Copier maintenance and toner supply
- Organize semi-annual office clean up
- Assist Finance with asset management review
- Assist staff with administrative questions and internal processes (backup to Alley)
- Coordinate with Alley to configure workspace and meeting logistics
- Meeting Space & Facility Coordination
- Manage two conference room reservation calendars
- Coordinate meeting space reservations
- Ensure rooms are available and prepared for meetings
- Troubleshoot scheduling conflicts
- Staff Onboarding Support
- Support onboarding coordination for new staff members
- Assist with workspace setup and office logistics
- Help new employees navigate office procedures and resources
- Serve as Backup to Executive Assistant
- Calendar coordination support
- Meeting preparation assistance
- Document preparation and administrative tasks
Vacancy posted 3 days ago
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