What are the responsibilities and job description for the Assistant, Administrative position at Simon Property Group Inc?
Job Location:
Corporate Indianapolis
PRIMARY PURPOSE:
The responsibility of this position is to assist with the administrative functions of running the Information Services department, including assistance to the department vice presidents, directors, and managers. This is a high-level support role assisting key executives and working collaboratively with the Assistant to the CTO.
PRINCIPAL RESPONSIBILITIES:
The successful candidate's responsibilities will include, but not be limited to:
- Schedule meetings and maintain calendars - proactive resolution of schedule conflicts, works with other managers to schedule meetings in support of the IS area
- Meeting coordination - securing conference rooms, catering, and facilities when needed
- Provide back up for Administrative Assistant to CTO, including daily department coverage
- Small project coordination for IS department
- Answer phones and respond appropriately to phone inquiries
- Develop PowerPoint presentations ensuring content and layout is consistent
- Contractor coordination - requisitions, submissions, onboarding paperwork, and updates to tracking spreadsheet
- Assist with copier operation and maintenance as needed
- Order department office supplies and enter maintenance requests
- Coordinate department special events
- Arrange travel plans for multiple travelers; prepare and process expense reports
- Miscellaneous duties as assigned
MINIMUM QUALIFICATIONS:
- Minimum 3 years of administrative assistant experience
- Proficient in Microsoft Suite - preferably Microsoft 365 - including Word, Excel, PowerPoint, and Teams (SharePoint a plus)
- Strong verbal and written communication and interpersonal skills
- Attention to detail and problem-solving skills
- Solid organizational skills, including multitasking and time-management
- Strong grammar and proofreading skills
- Able to prioritize and demonstrate initiative
- Manages sensitive information in a confidential manner
- Team player who can build cooperative working relationships
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