Executive Assistant I

3 weeks ago

Indianapolis, United States Indianapolis International Airport Full time

* #1 Airport in North America and Indiana Chamber's Best Places to Work
* Paid Childcare Reimbursements up to $10k/year, per child.
* Paid Tuition Assistance up to $5,250/year
* Generous Medical, Dental, Vision and RX
* Free Healthcare through Marathon Health
* Pet Insurance
* Up to 5% Match Retirement Plan
* Generous Paid Time Off Programs & MORE

GENERAL SUMMARY

The Executive Assistant position provides administrative and clerical assistance to the Senior Directors of business units. This is a position requiring considerable initiative, independent thinking, good judgment, and discretion in all aspects of the position. Duties include, but are not limited to: screening calls, visitors, and mail; arranging appointments, meetings, and conferences; and aiding with special events. The Executive Assistant must maintain appointment schedules, answer and follow up on requests for information, and assist with general public relations activities. This position requires the employee to stay informed of all IAA policies, rules, and regulations. Work assignments may be received with only a broad statement of objectives and may be performed with minimal supervision. The Executive Assistant must be flexible regarding schedule and be able to multi-task and/or shift tasks and priorities as needed.

ESSENTIAL JOB RESPONSIBILITIES

Communications and Interaction with Others

The public, other departments, co-workers, board members, governmental agencies, airline officials, and assorted community leaders and business professionals.

Essential Functions

Enhances executive's effectiveness by providing information management support, representing the executive to others.

Executive Assistant Job Duties

* Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
* Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
* Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
* Represents the executive by attending meetings in the executive's absence, speaking for the executive.
* Project manages full meetings and events lifecycle for the executive and/or department which may include ordering and laying out catering requests, processing table locations requests, cleanup, etc.
* Welcomes guests and customers by greeting them, in person or on the telephone, answering or directing inquiries.
* Maintains customer confidence and protects operations by keeping information confidential.
* Prepares reports by collecting and analyzing information.
* Provides historical reference by developing and utilizing filing and retrieval systems, recording meeting discussions.
* Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
* Liaisons with the IAA Board of Directors to schedule meetings with the two Senior Directors.
* Contributes to team effort by accomplishing related results as needed.
* Other duties, as assigned.

Preferred Education, Experience and Skills

* Graduation from an accredited business college or a four-year college or university with major course work in business, English or related fields would be considered an advantage.
* Minimum of seven to ten (7-10) years' experience as an assistant to an executive.
* Possess excellent verbal and written skills.
* Possess professional demeanor in communication, image and dress.
* Possess excellent computer skills including, but not limited to the following Microsoft programs: Word, Excel, Outlook, PowerPoint, and Adobe Acrobat.
* Operate a motor vehicle with a valid driver's license.
* Operate a computer keyboard/calculator and various other office equipment.
* File/Store.
* Walk, sit, stand, stoop, bend, climb stairs, and lift up to 50 lbs.
* Read and comprehend.
* Comprehend, retain and follow oral and written instructions.
* Exercise good judgment and set priorities.
* Calculate and count.

WORK ENVIRONMENT

* Work independently and as a team member, in an office environment with varied and detailed materials.

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