Personal Assistant/Receptionist
Bell Ford Lincoln Bell Ford Lincoln Indianapolis, IN Indianapolis, IN Full-time Full-time $21 - $24 an hour $21 - $24 an hour 5 hours ago 5 hours ago 5 hours ago Prepare correspondence at the highest level and consistently follow up with every request.
Answer and screen incoming telephone calls, taking accurate and detailed messages.
Manage executive's personal and professional calendars and independently schedule appointments Maintain extensive contact list.
Manage detailed and accurate filing systems for executive's files and personal archives Handle, sort and screen all incoming mail.
Assist in organizing large-scale events, including issuing invitations and coordinating/liaising with vendors and facilities.
Arrange complex travel plans and itineraries based on assessment of executive's needs relevant to destinations.
Prepare expense reports; retain and organize receipts as needed for executive's records.
Manage household staff, track and schedule year-round maintenance for two residences.
Perform a wide variety of secretarial and administrative duties as required by daily operations.
Manages an extremely active calendar of appointments and activities; arranging complex and detailed travel plans with private aircraft.
Compiling itineraries, agendas and other documents for travel-related meetings and events.
Plans, coordinates and ensures the Chairman's schedule is followed and respected.
Provides gatekeeper and gateway role, creating win-win situations for direct access to the Chairman's time and office.
Assist Chairman with the organization and management of school and activity schedules for his four children between the ages of 8 and 13 years old.
Works closely and effectively with the Chairman to keep him well informed of upcoming commitments and responsibilities, following up appropriately.
Acts as a barometer, having a sense for the issues at hand and keeping the Chairman updated.
Provides a bridge for smooth communication between the Chairman's office and internal and external colleagues; demonstrating leadership to maintain credibility, trust and support with all levels of contacts.
Successfully completes critical aspects of deliverables with a hands-on approach, including drafting letters, personal correspondence, spreadsheets, presentation material and other tasks that facilitate the Chairman's ability to effectively manage all of his business and personal responsibilities.
Manage, file and retrieve corporate and personal confidential documents, records and reports.
Maintain/update business and personal contacts in outlook & gmail.
Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Proactively searches for ways to streamline systems and make the Chairman's time more efficient and effective.
Coordinate and prioritize meetings and projects with company executives and administrative staff.
Develop positive internal and external relationships.
Work vendors, negotiate hotel rates and oversee purchasing for the office.
Draft and edit materials.
Create correspondence, presentations, spreadsheets and reports.
Screen incoming phone calls delivering detailed, timely messages to the appropriate parties.
Assist in maintaining an ever-changing calendar.
Schedule internal and external meetings.
Coordinate complex travel arrangements.
Vet and prioritize the CEOs emails.
Coordinate leadership and Board meetings (location, travel, catering), take minutes.
Process expense reports.
Assist with planning company events.
Some off-hour availability required.
Special projects and other tasks as assigned.
Job Type:
Full-time Pay:
$21.
00 - $24.
00 per hour
Benefits:
401(k) Employee assistance program Employee discount Flexible schedule Paid time off Parental leave Schedule:
Day shift Monday to Friday Ability to commute/relocate:
Indianapolis, IN 46226:
Reliably commute or planning to relocate before starting work (Required)
Experience:
Microsoft Excel:
1 year (Preferred) Microsoft Powerpoint:
1 year (Preferred) Work Location:
In person.
Estimated Salary: $20 to $28 per hour based on qualifications.
Answer and screen incoming telephone calls, taking accurate and detailed messages.
Manage executive's personal and professional calendars and independently schedule appointments Maintain extensive contact list.
Manage detailed and accurate filing systems for executive's files and personal archives Handle, sort and screen all incoming mail.
Assist in organizing large-scale events, including issuing invitations and coordinating/liaising with vendors and facilities.
Arrange complex travel plans and itineraries based on assessment of executive's needs relevant to destinations.
Prepare expense reports; retain and organize receipts as needed for executive's records.
Manage household staff, track and schedule year-round maintenance for two residences.
Perform a wide variety of secretarial and administrative duties as required by daily operations.
Manages an extremely active calendar of appointments and activities; arranging complex and detailed travel plans with private aircraft.
Compiling itineraries, agendas and other documents for travel-related meetings and events.
Plans, coordinates and ensures the Chairman's schedule is followed and respected.
Provides gatekeeper and gateway role, creating win-win situations for direct access to the Chairman's time and office.
Assist Chairman with the organization and management of school and activity schedules for his four children between the ages of 8 and 13 years old.
Works closely and effectively with the Chairman to keep him well informed of upcoming commitments and responsibilities, following up appropriately.
Acts as a barometer, having a sense for the issues at hand and keeping the Chairman updated.
Provides a bridge for smooth communication between the Chairman's office and internal and external colleagues; demonstrating leadership to maintain credibility, trust and support with all levels of contacts.
Successfully completes critical aspects of deliverables with a hands-on approach, including drafting letters, personal correspondence, spreadsheets, presentation material and other tasks that facilitate the Chairman's ability to effectively manage all of his business and personal responsibilities.
Manage, file and retrieve corporate and personal confidential documents, records and reports.
Maintain/update business and personal contacts in outlook & gmail.
Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Proactively searches for ways to streamline systems and make the Chairman's time more efficient and effective.
Coordinate and prioritize meetings and projects with company executives and administrative staff.
Develop positive internal and external relationships.
Work vendors, negotiate hotel rates and oversee purchasing for the office.
Draft and edit materials.
Create correspondence, presentations, spreadsheets and reports.
Screen incoming phone calls delivering detailed, timely messages to the appropriate parties.
Assist in maintaining an ever-changing calendar.
Schedule internal and external meetings.
Coordinate complex travel arrangements.
Vet and prioritize the CEOs emails.
Coordinate leadership and Board meetings (location, travel, catering), take minutes.
Process expense reports.
Assist with planning company events.
Some off-hour availability required.
Special projects and other tasks as assigned.
Job Type:
Full-time Pay:
$21.
00 - $24.
00 per hour
Benefits:
401(k) Employee assistance program Employee discount Flexible schedule Paid time off Parental leave Schedule:
Day shift Monday to Friday Ability to commute/relocate:
Indianapolis, IN 46226:
Reliably commute or planning to relocate before starting work (Required)
Experience:
Microsoft Excel:
1 year (Preferred) Microsoft Powerpoint:
1 year (Preferred) Work Location:
In person.
Estimated Salary: $20 to $28 per hour based on qualifications.
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