Executive Admin LibertyWorks

Rolls-Royce • Indianapolis, IN

4d • 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 position requires the ability to perform senior level clerical and administrative support for 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. The role also involves creating presentations, distributing meeting notes, scheduling appointments, making travel arrangements, processing and tracking expense reports, taking dictation, and interacting professionally with employees, visitors, customers, and vendors. Additionally, the Executive Assistant will assist with technical problems related to audio-visual equipment and promote a compliance culture in their area of responsibility, adhering to the Rolls Royce Code of Conduct. Special projects may also be assigned.

Requirements

• High school graduate or GED equivalent
• 5 years Administrative Assistance experience
• Must obtain and maintain a security clearance, which required U.S. Citizenship.

Nice To Haves

• 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

• Performs 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, types correspondence, generates 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 transcribes 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.
• Maintains a Secret Level Security Clearance
• Principal LW Liaison with UAW Trades
• LW Lead for all HVAC, Plumbing, Power maintenance and resolution calls
• LW Lead for management of 49,800 sq ft Office COVID Cleaning
• External face for Onsite customer meetings
• First point of detailed contact with visitor (email and phone), creates & provides unique LW visitor pack ahead of tiem, greets at door, escorts, mans meeting desk, provides detailed security coordination
• Leads Internal Tour Request and coordination
• Manages Internal Foreign Visit Request opening and closing
• Performs auditable Internal G&H form
• Responsible for management and administration of $65,000 Office Supply Budget for 142 employees.
• Project Manager for Recapitalization of LW Board Room ($175,000 project)
• Manages 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) –receives and distributes incoming, receives and handles outgoing, sends 30 – 40 business critical FedEx packages per year
• LW Lead for hosting internal temporary project teams of up to ten employees – security, badging, training, seating, and IT
• LW Lead for high priority IT issue resolution.
• Responsible to maintain accurate LW Org chart of 142 employees
• Responsible to maintain accurate LW seating chart for 142 employees
• Creative lead for monthly 5-page LW newsletter covering calendar, safety, security, & personal interest.
• Lead organizer for 2 on-site all-hands meeting for 142 employees
• Coordinates and organizes weekly LW RT Staff Meeting

Benefits

• bonus
• employee support assistance
• employee discounts
• health, dental, vision, disability, life and accidental death & dismemberment insurance
• a flexible spending account
• a health savings account
• a 401(k) retirement savings plan with a company match
• Employee Assistance Program
• Paid Time Off
• certain paid holidays
• paid parental and family care leave
• tuition reimbursement
• a long-term incentive plan

What This Job Offers

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