Administrative Assistant

3 weeks ago

Indianapolis, United States ATC Full time

Title/Role: Administrative Assistant

Worksite Address: 2 N. Meridian St., Indianapolis, IN

Work Arrangement: Hybrid

The Indiana Department of Health is looking for an Administrative Assistant to perform a variety of administrative and clerical tasks. The duties of the Administrative Assistant include providing support to our managers and employees, assisting with daily office needs, and managing our Office of Technology and Cybersecurity general administrative activities. The ideal candidate should have excellent oral and written communication skills and be able to organize their work using tools, like MS office suites and office equipment.

Clerical Support:

•Answering and directing phone calls.

•Managing and distributing incoming and outgoing mail and emails.

•Filing and organizing documents.

Scheduling and Calendar Management:

•Coordinating appointments and meetings.

•Managing executives' calendars and schedules.

•Arranging conference calls and setting up video conferences.

Reception Duties:

•Greeting and assisting visitors.

•Managing the reception area.

•Providing information to clients or customers.

Travel Coordination:

•Booking flights, accommodations, and transportation for business trips.

•Creating travel itineraries.

Office Supplies and Equipment:

•Ordering and maintaining office supplies and food deliveries for group meetings.

•Coordinating equipment maintenance and repairs.

Communication:

•Drafting and editing correspondence, memos, and reports.

•Handling communication on behalf of executives.

Record-keeping and Documentation:

•Maintaining accurate and up-to-date records.

•Compiling reports and documents as needed.

•Maintain filing system, contact database, employee list, and inventory

Meeting Support:

•Assisting in the preparation of meeting materials.

•Taking and distributing meeting minutes.

Additional Department Specific duties

•Creation and Posting Jobs Requisition on Vector system.

•Coordinating with CAI for new candidate Interviews schedule, resumes distribution to manager, BAFO’s 

•Staff onboarding and termination activities.

•Creation of PSID for new contractor staff

•Staff location management. 

•Building liaison duties

•Custodian of remote staff work log information and staff weekly status reports. 

•VPN, Mobile phone devices creation and record retention

•Assignment of special duties 

Requirements and Skills. 

•Proven experience as an Administrative Assistant, or Office Admin Assistant (5 years)

•Knowledge of office management systems and procedures.

•Working knowledge of office equipment, like printers and fax machines.(5 years)

•Proficiency in MS Office suites (MS Excel, MS Visio, and MS PowerPoint, in particular)(5 years)

•Excellent time management skills and the ability to prioritize work.

•Attention to detail and problem-solving skills.

•Excellent written and verbal communication skills.

•Strong organizational skills with the ability to multi-task.

•High School degree: additional qualification as an Administrative assistant or Secretary will be a plus

•Great organizational skills

•Excellent written and verbal communication skills

•Ability to prioritize and an eye for detail.

•Good computer and technical skills

•Ability to work independently with minimal supervision.

•A proactive approach with good problem-solving skills

Preferred skills and qualifications

•College degree or equivalent

•Previous success in office management

•Experience managing budgets and expenses.

•Experience developing internal processes and filing systems.

•Comfortable handling confidential information

  • Administrative Assistant

    7 days ago

    Indianapolis, United States Jack Laurie Group Full time

    Job DescriptionJob DescriptionJob Title: Administrative Assistant Company: Jack Laurie Group Indianapolis Location: Indianapolis, IN Pay: $18 per hour Hours: 8:00 AM - 5:00 PM, Monday - FridayAbout Us: Jack Laurie Group Indianapolis is a leading provider of commercial flooring solutions in the Indianapolis area. With a commitment to excellence and customer...

  • Administrative Assistant

    3 weeks ago

    Indianapolis, United States MSR Cosmos Full time

    Job DescriptionJob DescriptionTitle: Administrative AssistantLocation: 2 N Meridian St Indianapolis, IN 46204Job Type : Contract Description:The incumbent will:-- Provide a wide range of administrative assistance to two programs within the Food Protection Division.-- Act as a liaison between program or department administration, state agencies, and other...

  • Administrative Assistant

    3 weeks ago

    Indianapolis, United States Education Affiliates Full time

    Requisition Number22558LocationFortis IndianapolisJob DescriptionPosition Summary:The primary role of the Administrative Assistant is provide clerical and administrative assistance to the Dean of Nursing, Assistant Dean of Nursing, and the nursing department. Essential Duties and Responsibilities:Specific duties include, but are not limited to the...

  • Administrative Assistant

    3 weeks ago

    Indianapolis, United States Indiana Biosciences Research Institute Inc Full time

    Job DescriptionJob DescriptionWe are the Indiana Biosciences Research Institute (IBRI). We are a leading translational research institute that advances academic and industry science through collaboration to improve patient health outcomes. Building your career at the IBRI in Indianapolis’ 16 Tech Innovation District, means being part of a team of renowned...

  • Administrative Assistant

    3 weeks ago

    Indianapolis, United States Careerbuilder-US Full time

    Role: Our client is seeking an Administrative Assistant who can manage multiple projects within the matrix organization. We're seeking a proactive and organized individual to provide essential support across multiple departments, ensuring smooth operations and efficient communication. This individual needs to be comfortable with technology and can figure...

  • Administrative Assistant

    2 weeks ago

    Indianapolis, United States Westfield Outdoor, Inc. Full time

    Job DescriptionJob DescriptionResponsibilities:The Administrative Assistant will report directly to the SVP of Product and Marketing. The Administrative Assistant responsibilities include making travel and meeting arrangements, preparing reports and maintaining appropriate filing systems. The ideal candidate should have excellent oral and written...

  • Administrative Assistant

    6 days ago

    Indianapolis, United States Rose International Full time

    Date Posted: 04/29/2024 Hiring Organization: Rose International Position Number: 463074 Job Title: Administrative Assistant Job Location: Indianapolis, IN, USA, 46204 Work Model: Onsite Shift: 8:00 AM - 4:30 PM (37.5 hours/week) Employment Type: Temporary Estimated Duration (In months): 3 Min Hourly Rate ($): 20.00 Max Hourly Rate ($): ...

  • Administrative Assistant

    2 days ago

    Indianapolis, Indiana, United States GEO Indiana Schools Full time

    Description:GEO Foundation Mission: A sign that hangs above the entrance to all GEO Academies reads, Through these doors walk college graduates. GEO Foundation believes that all children should have access to a quality education that includes college and that education can Beat Poverty.To actualize these beliefs, GEO has systematically built a...

  • Administrative Assistant

    2 days ago

    Indianapolis, Indiana, United States GEO Indiana Schools Full time

    :GEO Foundation Mission: A sign that hangs above the entrance to all GEO Academies reads, Through these doors walk college graduates. GEO Foundation believes that all children should have access to a quality education that includes college and that education can Beat Poverty.To actualize these beliefs, GEO has systematically built a student-centered,...

  • Administrative Assistant(Remote)

    3 weeks ago

    Indianapolis, Indiana, United States Mold Removal Indianapolis Full time

    We are looking for a master multi-tasker with excellent communication skills and an upbeat attitude. Candidates should be able to assist management and all visitors to the company by handling office tasks, providing polite and professional assistance via phone, mail, and e-mail, making reservations or travel arrangements, and generally being a helpful and...

  • Administrative Assistant

    3 weeks ago

    Indianapolis, United States Tikal Inc Full time

    Job DescriptionJob DescriptionSalary: $18 - $20 per hourWe are looking for an Administrative Assistant to help with the organization and running of the daily administrative operations of the company.The ideal candidate will be a hard-working professional able to undertake a variety of office support tasks and work diligently under pressure. This person will...

  • Administrative Assistant

    2 weeks ago

    Indianapolis, United States Skill Demand Full time

    Job DescriptionJob DescriptionCONTRACTOR ADMINISTRATIVE ASSISTANT DUTIES:1. PHONES – Utilizing excellent customer service, answer agency main phone line via MSTeams in a courteous and patient manner and transfer to appropriate staff or department using agency contact listing.2. VOICEMAILS – Check the admin. email inbox for voicemail messages and forward...

  • Administrative Assistant

    2 weeks ago

    Indianapolis, United States ACL Digital Full time

    Job Title: Administrative Assistant Location: Indianapolis, IN Duration: ContractJob Description:1. PHONES – Utilizing excellent customer service, answer agency main phone line via MSTeams in a courteous and patient manner and transfer to appropriate staff or department using agency contact listing.2. VOICEMAILS – Check the admin. email inbox for...

  • Administrative Assistant

    2 weeks ago

    Indianapolis, United States ACL Digital Full time

    Job Title: Administrative Assistant Location: Indianapolis, IN Duration: ContractJob Description:1. PHONES – Utilizing excellent customer service, answer agency main phone line via MSTeams in a courteous and patient manner and transfer to appropriate staff or department using agency contact listing.2. VOICEMAILS – Check the admin. email inbox for...

  • Administrative Assistant

    1 week ago

    Indianapolis, United States DealerStrong Full time

    Job DescriptionJob DescriptionAs an Administrative Assistant/Bookkeeper, you will play a crucial role in ensuring the smooth operation of administrative tasks for our team. You must be able to work with minimal supervision and excel at your assigned tasks. You will work with a group of individuals who are high achievers with a passion for delivering quality...

  • Executive Administrative Assistant

    7 days ago

    Indianapolis, United States GEMCO Constructors Full time

    Company DescriptionGEMCO is a national mechanical, electrical, plumbing, building automation systems and service contractor providing comprehensive design and build solutions for its customers throughout the United States.GEMCO is honored to have been named a Top Workplace for the 4th year in a row and one of the 25 Fastest Growing Companies in Central...

  • Executive Administrative Assistant

    6 days ago

    Indianapolis, United States GEMCO Constructors Full time

    Company DescriptionGEMCO is a national mechanical, electrical, plumbing, building automation systems and service contractor providing comprehensive design and build solutions for its customers throughout the United States.GEMCO is honored to have been named a Top Workplace for the 4th year in a row and one of the 25 Fastest Growing Companies in Central...

  • Legal Administrative Assistant

    4 weeks ago

    Indianapolis, United States Hall Render Full time

    SummaryA Legal Administrative Assistant (LAA) at Hall Render Killian Heath & Lyman will perform a wide variety of legal administrative and executive assisting duties. Major duties of an LAA include providing comprehensive and efficient administrative support, complex document editing, preparing and editing correspondence of legal documents, calendar...

  • Legal Administrative Assistant

    3 weeks ago

    Indianapolis, United States Hall Render Full time

    SummaryA Legal Administrative Assistant (LAA) at Hall Render Killian Heath & Lyman will perform a wide variety of legal administrative and executive assisting duties. Major duties of an LAA include providing comprehensive and efficient administrative support, complex document editing, preparing and editing correspondence of legal documents, calendar...

  • Legal Administrative Assistant

    3 weeks ago

    Indianapolis, United States Hall Render Full time

    SummaryA Legal Administrative Assistant (LAA) at Hall Render Killian Heath & Lyman will perform a wide variety of legal administrative and executive assisting duties. Major duties of an LAA include providing comprehensive and efficient administrative support, complex document editing, preparing and editing correspondence of legal documents, calendar...