Posted: Saturday, January 27, 2018 5:48 AM
Job Description Administrative Assistant - Contractor COMPANY: Discovery Solutions is seeking job seekers for a contract position with one of our customers, Lilly, a leading pharmaceutical company headquartered in Indianapolis, IN. LOCATION: Indianapolis, IN 46285 DESCRIPTION: The Administrative Assistant will provide communication management, schedule management, office management and other supportive duties relative to the department area in which they are assigned. Performing general administrative tasks, such as faxing, photocopying, and filing. Creating first-draft documents from rough, sketchy information or in response to requests. Preparing basic form letters and other correspondence sent on a regular basis. Editing and proofreading documents for content, style, and accuracy (including technical and/or scientific materials). Compiling data and preparing presentations from handwritten notes using appropriate software packages. Utilize communication systems such as voice mail, e-mail, distribution lists, etc. Answering phones and directing incoming requests and faxes to the appropriate personnel; initiating contacts as required. Preparing materials for distribution and presentation at meetings (make labels, assemble inters, etc. )Handling e-mail and voice mail responses on an as needed basis for the business partner(s). Maintaining the daily calendars of one or more department members adding and deleting entries, updating availability, authorizing changes to dates and locations, etc. Communicating on a daily basis with the business partner to keep him/her informed of department or other important activities. Arranging travel and scheduling requests for key department members' attendance at outside functions and/or activities. Scheduling ad hoc and/or recurring meetings. Role may require individual to enter/maintain databases, records and spreadsheets. Primary Position Responsibilities: : Daily e-mail and calendar support for Quality : Directors/Advisors Book and prepare travel arrangements/itineraries (registration, ground, air, lodging) : Scheduling ad hoc and/or recurring meetings with direct reports and senior leaders : Responds to all inquiries and contacts in a timely and professional manner : Communicates independently in response to incoming requests on behalf of the business partners : Plans events and coordinating activities for small or large number of people at events at off-site and on-site locations : Files expense reports for workshops and business travel : Acts as office manager for the team : Processes accounts payable/invoices : Maintains team/meeting distribution lists : Prepares correspondence and other materials for outgoing mail : Arranges details for visitors to area SHIFT: Monday -Friday 8:00am-5:00pm EXPERIENCE: 3-5 years of recent Administrative Assistant experience or equivalent experience (eg, project management, customer relationship management) Proficiency in Microsoft Outlook email and calendaring, collaboration sites, business travel, meeting planning/coordination Proficiency in Microsoft Office suite of software including Excel, Word, PowerPoint, & OneNote High level of organizational and planning skills, professionalism, and attention to detail Ability to work independently and with little direction Ability to maintain confidentiality and sensitive information Ability to make decisions on behalf of business partners, including time sensitive/pressure situation Must be able to pass background check and drug screen. EDUCATION: High School Diploma or Equivalent Company Description Discovery Solutions is a staffing agency providing staffing solutions to many different industries. We provide a unique service tailored to our clients and candidates needs on a global scale. With an experience and skilled staffing team, we offer a highly professional service.
• Location: Indianapolis
• Post ID: 34390732 indianapolis