Assistant - Administrative II

Location: Indianapolis

Description

Position at Mac Allister Machinery

Position Summary

This position is responsible for providing broad variety of day-to-day administrative support for assigned Divisional Leader and management team. This role involves managing schedules, coordinating meetings, handling correspondence, preparing reports, and managing information flow between various stakeholders.

Position Duties/Responsibilities

Primary Responsibilities:

• Manage daily tasks of assigned managers and divisional leaders.
• Arrange and attend meetings, including taking detailed notes/minutes.
• Assist with compiling information, communications, presentations, and projects.
• Manage travel arrangements as needed. Inclusive of, but not limited to booking, hotel, dining, and rental car reservations.
• Manage phone calls, schedule appointments, and organize calendars to ensure efficiency and that priorities are met.
• Review and organize regular correspondence.
• Assist in the preparation of regularly scheduled reports.
• Submit and reconcile expense reports.
• Greet visitors and provide general support.
• Assist other administrative assistants by assisting with or taking on work in order to keep projects on schedule.

Supervisory Responsibilities:

• No May be responsible for assigning tasks to staff and supervising work.

Position Requirements

Required:

• High School diploma or GED
• 5+ years of proven experience as an administrative assistant
• Experience with MS Office products
• Significant experience in office management and daily office operations

Knowledge, Skills, And Abilities

The requirements listed below are representative of the knowledge, skills, and/or abilities required to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Excellent verbal and written communication skills with people at all levels of the company, customers, and outside vendors/consultants
• Excellent organizational, time management, and multi-tasking skills with high attention to detail
• Excellent analytical skills, including the ability to interpret and apply policies, procedures, guidelines, financial reporting and laws.
• Ability to work in a fast-paced, high-pressure, deadline driven environment.
• Strong leadership skills, including creative thinking, decision making, goal setting and delivering results on projects and assignments.
• Strong interpersonal skills and ability to manage conflict in a win/win style
• Strong computer skills including experience with Microsoft Office (Outlook, Word, Excel, and PowerPoint), and the ability to learn CAT/Mac Allister/Michigan Cat systems.
• Professional demeanor with both internal and external personnel including personal appearance and friendly, courteous treatment of peers, subordinates and people at all levels inside and outside the organization.
• Ability to respond to and handle confidential business and personal information/documents with poise, tact, and diplomacy.

Other Requirements of Position

• Works under limited supervision. Independently determines the approach to take and the methods to use. Interprets policy in terms of objectives. Informs manager of unusual situations with far reaching implications.
• Major responsibilities typically require creativity and latitude. Employee typically operates with specific objectives but often few written or unwritten procedures as guidelines. Some policies or precedents for action exist.

The duties and responsibilities outlined in this posting are not exhaustive and may evolve based on business needs.

All Mac Allister Machinery companies are an Equal Employment Opportunity Employer, including Disabled and Veteran applicants.