Administrative Assistant

Allison Transmission•Indianapolis, IN

18d

About The Position

In this position, you will provide administrative support for a Senior Executive(s). Administrative responsibilities include the maintenance of calendars and travel and creating a daily flow of critical events for the Senior Executive(s) that aligns with the priorities of the organization. You will also maintain an efficient follow-up system to ensure all the administrative needs of the Executive are addressed in a timely manner. Independent judgment is required to plan, prioritize and organize a diversified workload. You will exhibit a strong sense of business etiquette with external visitors, as well as internal contacts at all levels of the organization. This role requires confidence, strong communication skills, ability to take on occasional ad hoc projects, and the ability to collaborate at all levels of the organization.

Requirements

Associate's or vocational degree in business administration or equivalent experience.
Excellent organizational skills and the ability to handle multiple tasks based on guidance
High-level of business insight and emotional intelligence applied to operating in a corporate setting
Highly proficient in the use of office automation tools and administrative software
Very strong Microsoft skills and the ability to handle multiple calendars
Ability to work cross-functionally with other departments to accomplish objectives, including Corporate Executive Team, Human Resources, IT, Finance and Engineering groups
Proficient with written and spoken business communication
5+ years of experience providing direct administrative support to senior level (C-Suite) executives

Nice To Haves

Knowledge of international travel requirements and scheduling, to include business visa processing
Ability to generate departmental reports with analytic insights
Familiarity with Concur Expense system

Responsibilities

Schedule management – coordinates schedule for the Executive and others, prioritizing functions and appointments, ensuring meetings, deadlines, presentations and other duties of the Executive office are carried out seamlessly.
Focus and anticipate executive needs well in advance of schedules - with a goal of minimizing time spent on administrative tasks, increasing efficiency and freeing up work time.
Travel arrangements – coordinates travel itineraries and prepare expense reports in a timely manner, and in adherence with Allison Global Travel Policy
Assist in arranging visas, passport renewals and other occasional travel needs.
Board Liaison – facilitates communication and uploads information to Director’s Desk portal; schedules meetings and coordinates dinners and meeting food/refreshments; collaborates with peers to handle all hotel accommodations and special requests for Board members; on-site contact for all Board members.
Gatekeeping – screens phone calls, takes requests for meetings and coordinates various aspects of interdepartmental communication as necessary.
Prepares business letters on behalf of the Executive when requested.
Organize Staff Meetings – distribute monthly agendas and prepare audio/visual equipment prior to meetings.
Collaborate with Allison functions to support broader organization on requests related to telecommunications (cell phones) and association memberships / periodical renewals
Maintain databases, share drive sites with all presentations for reference by select employees across the organization; grant and maintain website access rosters.
Maintain high level of discretion and confidentiality in all matters.
Work with visitors / consultants – organize visits, including hotel reservations and on-site meeting rooms; arrange catering and authorize guest Wi-Fi requests, process all Non-U.S. Persons paperwork; secure guest wireless access; process paperwork for ID badges.
Build connections / relationships with assistants of frequently engaged executives of customers and others industry executives - proactively help plan / schedule meetings where requested
Plan and execute Town Halls or other functional events occasionally

Benefits

Choice of medical plans with prescription coverage
Employer HSA contribution
Dental & Vision Insurance
Paid Parental Leave
Short & Long-Term Disability
Other voluntary benefits including: Critical Illness, Hospital Indemnity, Identity Theft Protection and Pet Insurance
401K with generous Company match & contribution
Accrued Paid Time Off
12 Paid Holidays + 1 Floating Holiday
Robust employee wellness program
Tuition assistance program