Senior Administrative Assistant in Indianapolis, IN at Vaco

Date Posted: 11/14/2019

Job Snapshot

Job Description

Our Client located on the West Side of Indianapolis is looking to add to their adminstrative team. This role will start contract to hire and is with a very reputable organization. Details below


As an Administrative Assistant, you will provide administrative support for the Engineering Services director, staff, and department employees. Engineering Services work spans a diversified set of objectives and work activities in support of a highly technical work force. Activities will include traditional administrative activities such as managing and maintaining calendars, scheduling meetings, managing department office supplies, and arranging travel. In addition, there will be opportunities for expanded work such as data analytics, drafting/editing technical communications, organizing and storing data, and creating, maintaining, and sustaining an efficient and effective workplace.

The ideal candidate will possess excellent organizational skills, strong attention to detail, the ability to work independently, and juggle multiple tasks. Highly valued skills are strong communication, sophisticated interpersonal skills, and a talent for finding solutions. Candidates must also have a strong sense of business etiquette and be capable of successfully interacting with all levels of employees from entry level employees to Senior Vice Presidents.


The successful candidate's responsibilities will include, but not be limited to:

  • Administrative Operations & Communication - increase operational effectivity and efficiency, and generate departmental reports with analytical insights.
  • First Point of Contact -- acts as the first point of contact with internal and external customers, suppliers and partners by representing the company and department in a positive manner.
  • Concierge - Acts to direct requests to appropriate resource and assist departmental employees in solving problems or accessing the resources to solve problems.
  • Schedule management - coordinates schedules, prioritizing functions and appointments, ensuring that meetings, deadlines, presentations and other duties of the engineering services office are carried out seamlessly; coordinates agendas and meetings.
  • Travel arrangements - coordinates travel arrangements for Engineering Services staff and prepares expense reports.
  • Organize Staff Meetings - distribute monthly agendas and prepare audio/visual equipment prior to meetings.
  • Communications - prepares departmental correspondence, maintains and administers share drive, SharePoint, and Engineering Services website.
  • Discretion & Confidentiality - works with discretion and the utmost confidentiality.
  • Day-to-day Administrative Support - provides support for activities such as: ordering supplies, managing/sorting/prioritizing incoming and outgoing mail, filing, scanning, meeting room coordination, meeting room daily upkeep, updates departmental documents, policies, and procedures, and other matters as deemed necessary.
  • Performs other duties and assignments as may be designated by the Director of Engineering Services.

Education Requirements:

Minimum associates or vocational degree in business administration, technical field, or equivalent experience. Bachelor's degree preferred.

Required Experience:

  • Five plus years of relevant experience
  • Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint, Project, and Visio), Adobe Acrobat. Preferred proficiency in SharePoint, SAP, and Concur.