Admin Assistant

InnoSoul • Indianapolis, IN

5d • Hybrid

About The Position

Provides administrative support to either a team or individual. Duties may include fielding telephone calls, receiving and directing visitors, word processing, creating spreadsheets and presentations, and filing. This role involves a variety of administrative duties requiring judgment in the application of standardized administrative precedents, policies, and procedures. Specific duties include managing badge access for onboarding and changes, handling the surplus process for office equipment, managing office supplies, ordering office furniture and desk chairs, maintaining copiers, organizing office clean-ups, assisting Finance with asset management reviews, and responding to staff administrative questions. The role also includes coordinating meeting space reservations, managing conference room calendars, ensuring rooms are prepared, and troubleshooting scheduling conflicts. Additionally, the Admin Assistant will support staff onboarding by assisting with workspace setup, office logistics, and helping new employees navigate office procedures. This position will also serve as a backup to the Executive Assistant, providing calendar coordination, meeting preparation assistance, and document preparation.

Requirements

• High school Diploma
• Prior experience in an administrative assistant position, at least 4 years
• Previous experience in a position that demanded a high level of confidentiality
• Working knowledge of Microsoft Word, Outlook, PowerPoint and Excel
• Effective written and verbal communication skills
• Attention to detail and proofreading skills
• Organizational skills with the ability to prioritize tasks effectively and multitask

Responsibilities

• Provides administrative support to either a team or individual.
• Fields telephone calls.
• Receives and directs visitors.
• Performs word processing.
• Creates spreadsheets and presentations.
• Files documents.
• Manages badge access for onboarding and changes.
• Handles the surplus process of office equipment.
• Manages office supplies.
• Orders office furniture and desk chairs.
• Maintains copier functionality and toner supply.
• Organizes semi-annual office clean-ups.
• Assists Finance with asset management reviews.
• Assists staff with administrative questions and internal processes.
• Manages two conference room reservation calendars.
• Coordinates meeting space reservations.
• Ensures conference rooms are available and prepared for meetings.
• Troubleshoots scheduling conflicts.
• Supports onboarding coordination for new staff members.
• Assists with workspace setup and office logistics for new employees.
• Helps new employees navigate office procedures and resources.
• Serves as backup to the Executive Assistant.
• Provides calendar coordination support.
• Assists with meeting preparation.
• Performs document preparation and other administrative tasks.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED