Assistant, Administrative

Job Location:

Corporate Indianapolis

PRIMARY PURPOSE: Provide support to the EVP and SVPs of Specialty Leasing.

PRINCIPAL RESPONSIBILITIES:

This position is primarily responsible for providing administrative support to the EVP and SVPs of Specialty Leasing. This position will serve as a representative of Specialty Leasing and must possess effective communication skills and attention to detail, as well the ability to handle sensitive and confidential information, for leadership and tenants, in a professional manner

System Administration Support (Salesforce)

• Attend bi-weekly Salesforce meetings

• Manage set-up and updates for Tenants & DBAs as System Administrator

• Test enhancements prior to release

• Monitor chatter and process any necessary requests, including unit work requests

• Communicate updates/changes in the system to Field/VPs and other departments

• Act as Backup for new TSD requests with CAD

• Follow up on status of OFAC tenants & communicate with Legal when needed

• Process and run various reports as assigned

Lease Administration

• Collect requested information from the field, create proposals and send to prospective tenants.

• Work efficiently in lead/lease generation system to ensure proper information is entered in correctly. Update field on enhancements/changes to systems. Act as first point of contact for questions from field.

• Route tenant calls/emails/leasing inquiries appropriately.

• Process short term leasing web inquiries

Human Resources

• Interviews - set up phone interviews with prospective candidates, coordinate travel arrangements with prospective candidates.

• Handle necessary new hire paperwork and update records of new employee and/or an employee leaving. Update internal org chart to reflect any changes. Order business cards, work phone and any other necessary items.

General Administration

• Maintain travel schedule of EVP/SVPs.

• Maintain calendar of days off/vacation for EVP/SVP/LLRs.

• Travel and expenses - coordinate travel options with travel provider, booked flights, hotels for assigned EVP/SVPs.

• Set up conference calls, meetings, conferences.

• Process expense reports and check requests, as needed.

• Assist with IS issues and help tickets, as needed.

• Communicates updates for cart signage and provides monthly report to Simon Brand Ventures for all new short term leasing tenants as it relates to marketing signage.

• Manage department off-site storage.

MINIMUM QUALIFICATIONS:

• 5+ years of administrative experience in a fast-paced environment.

• Strong communication, organizational and meeting planning skills required.

• Salesforce experience preferred.

• Must be able to prioritize, perform multiple tasks and demonstrate initiative.

• Excellent phone etiquette and interpersonal skills required.

• Must be able to work well independently.

• Experience with Microsoft Teams, Word and Excel required, as well the ability to learn new software as needed.