Admin Assistant

The Ghoman Group•Indianapolis, IN

1d•$60,000 - $70,000•Onsite

About The Position

The Ghoman Group is seeking a highly organized, proactive, and experienced Administrative Assistant to provide comprehensive administrative and operational support to senior management and department leaders at our Indianapolis office. The ideal candidate will possess strong administrative expertise, exceptional communication skills, sound judgment, and the ability to manage multiple priorities in a fast-paced business environment. This role requires a professional who can coordinate executive schedules, prepare management reports, maintain confidential records, streamline administrative processes, and support effective communication across departments. The successful candidate will play an important role in improving office efficiency, coordinating business operations, and ensuring that management and departmental teams receive reliable, timely, and professional administrative support.

Requirements

Associate's or Bachelor's degree in Business Administration, Office Management, or a related field preferred.
Minimum of 3–5 years of progressively responsible administrative or executive support experience preferred.
Demonstrated experience supporting senior management, executives, or multiple departments.
Advanced proficiency in Microsoft Office, particularly Excel, Word, Outlook, and PowerPoint.
Strong written and verbal communication skills, including professional email and business correspondence.
Excellent organizational, analytical, multitasking, and time-management abilities.
Experience preparing reports, managing calendars, coordinating meetings, and maintaining business records.
Ability to handle confidential information and sensitive documents with integrity.
Strong problem-solving skills and the ability to work independently with minimal supervision.
Experience with hospitality, hotel management, real estate, or multi-location business operations is a plus.

Nice To Haves

Executive-level communication and professional business etiquette.
Strong attention to detail and commitment to accuracy.
Ability to prioritize competing deadlines in a dynamic business environment.
Proficiency in spreadsheet management, document control, and administrative reporting.
Effective coordination with leadership teams, employees, vendors, and external stakeholders.
A proactive approach to identifying problems, improving processes, and completing tasks efficiently.

Responsibilities

Provide high-level administrative support to senior management, executives, and department heads.
Manage executive calendars, schedule meetings, coordinate appointments, and organize business engagements.
Prepare, proofread, and format professional correspondence, reports, presentations, proposals, and internal documents.
Maintain meeting agendas, document action items, track follow-ups, and ensure deadlines are met.
Handle incoming calls, emails, inquiries, and business correspondence professionally and efficiently.
Coordinate daily office operations to maintain an organized, efficient, and professional work environment.
Develop and maintain structured electronic and physical filing systems for contracts, reports, records, and other business documents.
Monitor office supplies, coordinate vendor communications, and assist with purchasing and inventory management.
Organize meetings, prepare conference materials, coordinate logistics, and support internal business events.
Identify opportunities to improve administrative workflows, documentation procedures, and overall office efficiency.
Compile, review, and maintain accurate business records, spreadsheets, databases, and management reports.
Assist with data entry, document tracking, expense documentation, invoice processing, and administrative recordkeeping.
Maintain confidential company information and ensure documents are handled, stored, and shared appropriately.
Support management in preparing operational summaries, tracking deadlines, and organizing information for business decisions.
Ensure administrative records are accurate, complete, properly organized, and readily accessible to authorized personnel.
Assist the HR team with onboarding documentation, employee files, interview scheduling, and personnel record maintenance.
Coordinate communication between management, employees, vendors, and external business contacts.
Assist with employee meetings, training schedules, internal announcements, and departmental coordination.
Support recruitment administration, document collection, and interview logistics when required.
Coordinate business travel arrangements, hotel reservations, transportation, itineraries, and meeting schedules.
Organize expense reports, maintain supporting documentation, and assist with expense tracking and reconciliation.
Follow up on pending requests, outstanding documents, and administrative assignments to ensure timely completion.
Handle sensitive business matters with discretion, professionalism, and sound judgment.
Perform additional administrative and operational responsibilities as assigned by management.