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Administrative Assistant 3

Apollo ITS

Indianapolis, IN
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
Apply
Vacancy posted 5 days ago
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