Administrative Assistant 3

Administrative Assistant 3

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