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Administrative Assistant- Downtown Indianapolis in Indianapolis, IN at Vaco

Date Posted: 6/22/2018

Job Snapshot

Job Description

Vaco is working with a client to find an administrative assistant for a contract to hire opportuntiy.

Administrative Assistant Job Description:

Administrative Assistant duties and responsibilities include providing administrative support to ensure efficient operation of the office. Supports managers and employees through a variety of tasks related to organization and communication. Responsible for confidential and time sensitive material. Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner.

Responsibilities:

  • Answer and direct phone calls
  • Organize and schedule meetings and appointments
  • Produce and distribute correspondence memos, letters, faxes and forms
  • Assist in the preparation of regularly scheduled reports
  • Develop and maintain a filing system
  • Order office supplies
  • Provide information by answering questions and requests
  • Prepare and monitor invoices
  • Develop administrative staff by providing information, educational opportunities and experiential growth opportunities
  • Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
  • Cover the reception desk when required
  • Handle sensitive information in a confidential manner
  • Take accurate minutes of meetings
  • Receive, sort and distribute the mail

Requirements:

  • Knowledge of office management systems and procedures
  • Excellent time management skills and ability to multi-task and prioritize work
  • Attention to detail and problem solving skills
  • Excellent written and verbal communication skills
  • Strong organizational and planning skills
  • Proficient in MS Office
  • At least 3 years of experience in the field or in a related area
  • High school diploma or equivalent; college degree preferred