Admin Assistant

Saxon Global•Indianapolis, IN

5d•Onsite

About The Position

The equipment crew member is responsible for performing tasks as scheduled or directed to assure that the 33 conference rooms and the Statehouse have the required furniture and equipment arranged and set up as requested. This position involves knowledge and leading the set-up of specialized sound, audio, visual, live streaming equipment, including sound mixers, monitors, DVD players, mult box and podium equipment. Troubleshooting issues with sound and audio equipment provided by the State, along with the customers required equipment and make necessary repairs for full functionality is a key aspect. The role requires creative thinking when issues arise and the ability to quickly react and solve problems with limited resources. The Admin Assistant will review worksheets, organize a timeline and plan the set up for rooms and Statehouse activities. This includes assessing conference rooms and Statehouse event locations for needed equipment, gathering the necessary equipment and preparation of the space. The role ensures doors are unlocked, lights are on, and blinds are open at full length. Transporting all unnecessary equipment and furniture to the storeroom and setting up all essential equipment and furniture as requested are core duties. The position ensures conference room or meeting areas are presentable by cleaning, vacuuming, dusting, and removing trash as necessary. Statehouse events must be handled efficiently and with an awareness of your location. The role ensures all Statehouse event space is presentable by removing customer's trash and clean-up of catering debris. Resetting Statehouse event space as required within the required timeframe, especially during Legislative Session, is also a responsibility. Work is carried out with specific written and verbal instructions and follows standardized/established practices in performing duties. The position assumes the role of leading other staff in the absence of supervision. Cleaning carpets as scheduled / as needed using a commercial grade floor scrubber is also part of the duties.

Requirements

Practical knowledge of all audio, video and sound equipment, along with commercial grade cleaning equipment used for Statehouse & Conference Center events and upkeep.
Ability to complete manual tasks which involve constant standing, walking, lifting, bending, twisting, and stooping.
Must be able to follow specific instructions, orally and in writing, and work independently with minimal supervision.
Must possess outstanding customer service skills as the incumbent may receive requests from visitors of the conference center and statehouse.
Knowledge of the equipment and furniture used in the conference center and Statehouse for the purpose of setting up, breaking down and changing over for events.
The ability to understand and interpret the reservation forms used for the Conference Center and the Statehouse events and the language used when describing how a room/area is to be set up for an event/meeting.
Must be able to trouble shoot equipment failures at a moment's notice.
Understanding of sound equipment, mixers, microphone, speakers and cabling, with the proficiency to set up monitors and tie into sound systems.

Nice To Haves

Supervising and assisting Project Search interns on assigned projects.
Serving as a group leader and facilitating training efforts for new staff members.
Prioritizing and organizing the schedule and equipment for each day.
Constant flexibility and the ability to quickly adapt to changes due to tasks and deadlines that can be changed multiple times with limited warning.

Responsibilities

Perform tasks as scheduled or directed to assure that the 33 conference rooms and the Statehouse have the required furniture and equipment arranged and set up as requested.
Lead the set-up of specialized sound, audio, visual, live streaming equipment, including sound mixers, monitors, DVD players, mult box and podium equipment.
Troubleshoot issues with sound and audio equipment provided by the State, along with the customers required equipment and make necessary repairs for full functionality.
Use creative thinking when issues arise and quickly react and solve problems with limited resources.
Review worksheets, organize a timeline and plan the set up for rooms and Statehouse activities.
Assess conference rooms and Statehouse event locations for needed equipment, gather the necessary equipment and prepare the space.
Ensure doors are unlocked, lights are on, and blinds are open at full length.
Transport all unnecessary equipment and furniture to the storeroom.
Set up all essential equipment and furniture as requested.
Ensure conference room or meeting area is presentable by cleaning, vacuuming, dusting, and removing trash as necessary.
Handle Statehouse events efficiently and with an awareness of your location.
Ensure all Statehouse event space is presentable by removing customer's trash and clean-up of catering debris.
Reset Statehouse event space as required within the required timeframe, especially during Legislative Session.
Carry out work with specific written and verbal instructions and follow standardized/established practices in performing duties.
Assume role of leading other staff in the absence of supervision.
Clean carpets as scheduled / as needed using a commercial grade floor scrubber.
Assist Supervisor in maintaining inventory of supplies, performing a physical count and tracking of items on a daily basis.
Effectively communicate and collaborate with co-workers, other state agencies, and the public as required for set up and equipment needs.