Administrative Assistant

Harmony Senior Services, LLC; Avon (IN); On-site; USD 40,000 - 55,000; Full time

Benefits offered by this job

401k benefit

Training & career laddering

Work-life balance

Flexible scheduling

Job summary

Harmony Senior Services, LLC is seeking an experienced Administrative Assistant to provide high-level support to executives and teams at our Avon, Indiana location. The role includes word processing, scheduling, meeting coordination, travel planning, filing, mailings, and handling confidential information with discretion.

You will work with fellow Administrative Assistants, maintain filing systems, prepare presentations, manage data in the Data Management System, and assist with reimbursements

Qualifications

• High school diploma or GED required; Associate's degree preferred.
• Minimum 3+ years of administrative experience supporting senior executives.
• Excellent verbal and written communication skills.
• Polite, professional demeanor when interacting with visitors, coworkers, and management.
• Ability to plan, prioritize, and organize a diverse workload with independent judgment.
• Ability to handle confidential information securely.
• Customer-service oriented with strong teamwork.
• Highly organized with strong multitasking skills in a fast-paced environment.
• Advanced proficiency in Microsoft Office: Outlook, Word, Excel, PowerPoint.
• Neat, professional appearance and attire; ability to sit for extended periods.

Responsibilities

• Schedules and coordinates activities, meetings, travel, and conferences for executives.
• Performs word processing and creates visual presentations for the Executive Leadership team.
• Maintains and updates filing systems and data management records.
• Uploads and retrieves information in the Data Management System.
• Handles routine and non-routine inquiries by phone or email and drafts responses.
• Greets visitors and acts as liaison between executives and departments.
• Manages confidential information with discretion and professionalism.
• Supports travel reimbursements and corporate credit card reconciliations.
• Assists with planning presentations, mailings, and distribution of information.
• Maintains office supplies, processes orders, and monitors security of executive areas.
• Coordinates with other Administrative Assistants to ensure smooth office operations.

Skills

Verbal communication

Written communication

Professional demeanor

Organization

Multitasking

Independent judgment

Customer service

Education

High school diploma or GED

Associate's degree preferred

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

2141 North Dan Jones Road, Avon, Indiana 46123

Job Description

This position provides administrative support to include word processing, photocopying/scanning/faxing, filing and scheduling, performs duties such as answering the phone, greeting guests, coordination of meetings and travel, ordering and stocking office supplies, coordinating mailings, and working on special projects.

Job Responsibilities

• Schedules and organizes activities, including meetings, travel arrangements, and conferences, while providing administrative support to Regional and Home Office Associates.
• Performs word processing and creates and develops visual presentations for the Executive Leadership team.
• Establishes, develops, maintains, and updates filing systems.
• Updates and uploads information into the Data Management System.
• Retrieves information from files as needed.
• Sorts and distributes incoming mail.
• Drafts written responses and replies to inquiries by phone or email when necessary.
• Responds to regularly occurring requests for information.
• Answers incoming calls, takes messages, and handles routine and non-routine questions.
• Works in cooperation with other Administrative Assistants to provide phone coverage as needed.
• Greets and directs incoming visitors and guests in a professional, courteous, and friendly manner.
• Acts as a liaison between Executive Leadership and other departments.
• Handles confidential and non-routine information with discretion and professionalism.
• Works independently and collaboratively with team members on special projects.
• Assists with planning and coordinating presentations, disseminating information, and coordinating direct mailings.
• Creates general correspondence, memorandums, charts, tables, graphs, business plans, and other administrative documents.
• Proofreads documents for spelling, grammar, formatting, and layout, making appropriate corrections as needed.
• Ensures the accuracy, clarity, and quality of all final documents.
• Processes travel reimbursements through the appropriate approval process.
• Documents and reconciles corporate credit card expenses for submission to Corporate Finance.
• Assists with ordering, receiving, stocking, and distributing office supplies.
• Monitors office security and ensures unauthorized visitors do not gain access to the executive area.
• Makes travel arrangements as needed.
• Completes all other duties as assigned by management.

Requirements

• Must possess a high school diploma or GED; Associate's Degree preferred.
• Must have 3+ years of administrative experience supporting senior-level executives.
• Must have excellent verbal and written communication skills.
• Must demonstrate a polite, considerate, and professional demeanor when interacting with visitors, coworkers, and members of management.
• Must exercise independent judgment when planning, prioritizing, and organizing a diverse workload.
• Must be able to handle and maintain the confidentiality of sensitive information.
• Must be customer-service oriented with the ability to work effectively with others as part of a team.
• Must be highly organized, possess strong multitasking skills, and work with minimal supervision in a fast-paced environment.
• Must have advanced proficiency in Microsoft Office applications, including:Microsoft OutlookMicrosoft WordMicrosoft ExcelMicrosoft PowerPoint
• Must maintain a neat, well-groomed, and professional appearance.
• Must dress in a professional manner.
• Must be able to sit for extended periods of time.

Equal Opportunity Employer

We are an Equal Opportunity Employer and do not discriminate against any employee or applicant for employment because of

Why Harmony?

• 401k + Fulltime & Part-time Benefits Packages
• Training, Development & Career Laddering
• Great work-life balance
• Flexible Scheduling