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Executive Administrative Assistant - IT

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Location: Indianapolis, IN, United States 
Req ID: JR-0000040762

Description

  • Provides administrative and document support to support department managers or staff with administrative and planning details
  • Organizes, creates and proofs Word, PowerPoint and Excel assignments in collaboration with manager
  • Prepares reports, graphs and presentations using spreadsheet and graphics software
  • Maintains alphabetical, numerical or subject filing systems. Screens calls and takes messages
  • Makes appointments and travel arrangements – working with many department, including global office and colleagues. Prepares purchase orders, check requests, expense reports
  • May at times order office supplies
  • Operates automated office equipment
  • Acts as an information source on organizational policies and procedures, and navigating with other departments to get their work done
  • Establishes and maintains excellent relationships within WD – especially in coordination with Executive Team assistants and other key parties that CTO interacts with
  • Will coordinate special projects and department activities
  • Supports a large department and VP level executives
  • Work on special projects, interacting with high-level contacts internally or externally
  • Itemize, track and maintain status for project logs
  • Assist with development and enhancement of corporate presentations for executives
  • Research, compile and proof complex word processing assignments including letters, reports, graphs and presentations using document, spreadsheet and graphics/PowerPoint software.May at times screen phone calls and take messages
  • Arrange conference calls regularly, usually with multiple parties in multiple time zones
  • File, schedule appointments and manage calendar for leaders, make travel arrangements and order office supplies
  • Prepare purchase orders, check requests, expense reports, travel authorization requests and sort mail
  • Provide information on organization policies and procedures. Under the direction of manager, prepare departmental organization charts
  • In advance of group meetings, ensure meeting room is properly equipped and materials are prepared.Arrange catering for meetings as directed
Qualifications: 
  • Associate Degree (AA), Bachelors preferred. Or equivalent
  • 5+ years’ experience in an Administrative role
  • Experience managing multiple calendars
  • Professional demeanor and excellent customer service skills
  • High degree of confidentiality required
  • Proactive and organized with a high attention to detail
  • Demonstrates advanced proficiency by quickly adapting to new technology and easily acquiring new technical skills
  • Exhibits sound judgment and the ability to make reasonable decisions in the absence of direction
  • Ability to anticipate needs as well as foresee and prevent problems by taking action
  • Excellent written and verbal communication skills.Motivated to work in a fast-pace environment and ability to prioritize proactively, with a sense of urgency
  • History of creative problem solving skills, with the ability to work well collaboratively and under pressure
  • Experience creating and/or supporting presentation development for senior management
  • Strong proficiency in MS office, including Excel, PowerPoint and Word