Executive Admin LibertyWorks

Rolls-Royce•Indianapolis, IN

5d•$34 - $51•Hybrid

About The Position

The Executive Assistant performs normal office functions such as setting up and maintaining files, arranging meetings and conferences, and receiving, referring, or answering mail. Reviews drafts and finished documents for appropriate grammatical usage; answers questions relating to office operations and established policies and procedures. Gathers, compiles and reports on information relevant to supervisor's assignment. Responsible for coordinating travel and submitting expenses. This role will support multiple A level leaders within the RR Defense business, providing daily support for office needs, team coordination, meetings and travel. The role involves providing senior level clerical and administrative support for up to 5 senior leaders from the Rolls-Royce Indianapolis Campus, utilizing computers for various software applications, composing routine letters, typing correspondence, generating reports, and potentially assisting with the annual department budget. Responsibilities also include creating presentations, distributing meeting notes, making copies, scheduling appointments, making travel arrangements, processing and tracking expense reports, taking dictation, transcribing notes, interacting professionally with various stakeholders, and assisting with technical issues related to audio-visual equipment. The position requires promoting a compliance culture and performing special projects as needed, while maintaining a Secret Level Security Clearance.

Requirements

High school graduate or GED equivalent.
5 years Administrative Assistance experience.
Must obtain and maintain a security clearance.
U.S. Citizenship required for security clearance.
Intermediate knowledge and skills in letter and report formatting.
Intermediate oral and written communication skills.
Intermediate organizational and follow-up skills.
Intermediate interpersonal skills with the ability to work effectively with others.
Ability to maintain confidentiality.
Ability to prioritize work assignments.
Analytical ability to solve complex problems and apply appropriate solutions.
Proficient with PC and MS Office Suite.
Familiarity with organization structure.

Responsibilities

Perform normal office functions such as setting up and maintaining files, interviewing callers and making proper referrals, arranging meetings and conferences, and receiving, referring, or answering mail.
Provide senior level clerical and administrative support for up to 5 senior leaders from the Rolls-Royce Indianapolis Campus.
Use of computers for spreadsheet, word processing, database management, and presentation software.
Compose routine letters, type correspondence, generate reports and other documents.
May assist with compiling and developing the annual department budget.
Create presentations, distribute meeting notes, make copies of correspondence and other printed material.
Schedule appointments, make travel arrangements, process and track expense reports.
Take dictation and transcribe notes.
Interact professionally with employees, visitors, customers and vendors.
Assist with technical related problems with audio-visual equipment in Conference Rooms.
Promote a compliance culture in area of responsibility and live the letter and the spirit of the Rolls Royce Code of Conduct.
Perform special projects as required.
Maintain a Secret Level Security Clearance.
Serve as the Principal LW Liaison with UAW Trades.
Act as LW Lead for all HVAC, Plumbing, Power maintenance and resolution calls.
Serve as LW Lead for management of 49,800 sq ft Office COVID Cleaning.
Act as external face for Onsite customer meetings.
Serve as the first point of detailed contact with visitor (email and phone), create & provide unique LW visitor pack ahead of time, greet at door, escort, man meeting desk, and provide detailed security coordination.
Lead Internal Tour Request and coordination.
Manage Internal Foreign Visit Request opening and closing.
Perform auditable Internal G&H form.
Manage and administer the $65,000 Office Supply Budget for 142 employees.
Serve as Project Manager for Recapitalization of LW Board Room ($175,000 project).
Manage LW FedRamp business critical communication tool required for US DoD customer - this includes support for five licenses and 50 users.
Responsible for all LW Mail functionality (there is no mail room in Excellence Building) – receive and distribute incoming, receive and handle outgoing, send 30 – 40 business critical FedEx packages per year.
Serve as LW Lead for hosting internal temporary project teams of up to ten employees – security, badging, training, seating, and IT.
Serve as LW Lead for high priority IT issue resolution.
Maintain accurate LW Org chart of 142 employees.
Maintain accurate LW seating chart for 142 employees.
Serve as Creative lead for monthly 5-page LW newsletter covering calendar, safety, security, & personal interest.
Lead organizer for 2 on-site all-hands meetings for 142 employees.
Coordinate and organize weekly LW RT Staff Meeting.