Administrative Assistant - ADV

Administrative AssistantPerforms routine administrative duties: placing, receiving and routing telephone calls; receiving and directing visitors, typing, filing, faxing, handling incoming and outgoing mail, ordering and maintaining supplies, and providing backup coverage to other administrative desks.Key Responsibilities:Be a positive ambassador of the company to visitors and the public in a professional manner, in keeping with the company values, ethics and brand imagesGreet customers, partners and vendors in a positive, professional manner and direct them to the appropriate meeting locationsProfessionally answer the main site telephone line(s) and direct the callers to the appropriate staff, transfer the caller to a staff member's voice mailbox when the associate is unavailable or take and retrieve messages for various personnelCoordinate with the landlord and building security for miscellaneous communications and daily operationsCoordinate/communicate with Facility Management team to resolve maintenance concernsManage the ordering and receiving of office supplies that have been pre-determined as "common" office supplies (printer paper, dry erase supplies, coffee, break room supplies etc)Coordinate the validation of visitor and customer parking passesCoordinate and manage the assignment and delegation of employee parking passes and when required, be a primary point of contact between the company and contracted parking garage managementCoordinate and manage the assignment and delegation of employee security keycard badges for accessCoordinates the pick-up and delivery of mail services by contracted entities including inter-office mail (West Morris St mail room) and express mail services (FedEx, UPS, etc.)Communicate to local personnel on pertinent local, landlord, and building information that may affect employees commute and working environmentCoordinate tours, supplier meetings, internal meetings and presentation materialManage employee distribution listsManage office moral activities, including supporting social events, office signage, champ award process management, office supply orders, coffee and interfacing with facilities for small budgeted office improvement programs;Working with Employee Engagement teams to facilitate events;Helps develop presentations for various events for the department and executive leadership;Assist Site Lead with scheduling - Executive visits to the Indianapolis Engineering, 1on1 with staff, Connect Meetings, Workshops, Employee EventsMaintain and upgrade conference rooms