Executive Administration Assistant

Bastian Material Handling Indianapolis , IN 46218

Posted 11 months ago

10585 N Meridian St. Third Floor, Indianapolis, Indiana 46290

We are looking for an enthusiastic individual to contribute to the success of Bastian Solutions by providing support to the executive team while completing administrative and customer service duties. To be successful in this role, you should be proactive, meet deadlines, communicate effectively, and thrive in a fast-paced environment with changing priorities. Ultimately, you should be able to identify and address the needs of the team and perform administrative tasks to ensure our company's workflow runs smoothly.

General Job Duties

  • Greet visitors and direct guests

  • Manage meetings rooms and assist in preparing for on-site meetings

  • Assist in planning and executing off-site meetings and events

  • Collaborate across departments to plan monthly corporate culture building "Fun Friday" activities

  • Provide support to Executives including:

  • Processing monthly expense reports

  • Coordinating travel plans, making itineraries, and completing bookings

  • Scheduling and managing calendars

  • Assisting with projects/tasks on an ad hoc basis

  • Publish company-wide monthly newsletter

  • Manage office communications including incoming phone calls, faxes, and emails

  • Handle incoming and outgoing packages and mail

  • Maintain necessary level of office supplies and break rooms supplies

  • Assist with reporting building issues to landlord

  • Keep shared office spaces organized

  • Provide general administrative support

  • Suggest more efficient ways to run the office and troubleshoot malfunctions

  • Take initiative to recognize potential problems as they arise, and independently develop viable solutions

  • Remember key details as multiple people make verbal, hand-written, and emailed requests throughout the day

  • Gracefully handle pressure to remain a constantly reliable resource to management


  • Bachelor's degree is required along with 3+ years of applicable experience

  • Willingness to learn and thrive in a fast-paced quickly changing environment

  • Strong proficiency with the full Microsoft Office suite

  • Professional level written and verbal communication skills and interpersonal abilities

  • Motivated self-starter with a high level of commitment, ownership, and strong sense of urgency

  • Excellent organizational skills with attention to detail and an ability to prioritize work

  • Experience recognizing needs and anticipating issues

  • A proactive approach to problem-solving with strong analytical capabilities and decision-making skills

  • Ability to stay calm under pressure to effectively serve executives

  • Demonstrates positive attitude, mutual respect, and teamwork among fellow employees

  • Strong sense of customer service (servant's heart)

  • Experience exercising discretion and confidentiality with sensitive company information

About Bastian

Bastian Solutions, a Toyota Advanced Logistics company, is an independent material handling and robotics system integrator providing automated solutions for distribution, manufacturing, and order fulfillment centers around the world. Our team specializes in consulting, system design, project management, maintenance, and installation, while sourcing the best equipment and automation technology. We take great pride in providing exceptional service and flexibility to our customers.

In addition to exciting work at a growing company, we offer the following benefits:

  • Health, Dental, and Vision Insurance

  • 401(k) Retirement Plan with a company match

  • Vacation/Holiday Pay

  • Tuition Reimbursement

  • Flexible Work Schedules

  • Volunteer Work

  • Professional Associations, Conferences and Subscriptions

  • Company Meetings & Events

Bastian Solutions does not work outside recruiting agencies. No solicitation phone calls please.



icon no score

See how you match
to the job

Find your dream job anywhere
with the LiveCareer app.
Mobile App Icon
Download the
LiveCareer app and find
your dream job anywhere
App Store Icon Google Play Icon

Boost your job search productivity with our
free Chrome Extension!

lc_apply_tool GET EXTENSION

Similar Jobs

Want to see jobs matched to your resume? Upload One Now! Remove
Financial Administrative Or Executive Assistant

The Heritage Group

Posted 3 days ago

VIEW JOBS 2/16/2020 12:00:00 AM 2020-05-16T00:00 The Financial Administrative Assistant or Executive Assistant* will work alongside Financial Executives and the Corporate Finance team to provide a variety of administrative, clerical and basic finance tasks. Professionalism and confidentiality with other employees as well as decision making capability, detail orientation, sense of accountability, and creative problem solving are crucial to ensuring success in the role. We are looking for a self-starter, and someone who enjoys a fast-paced, ever-changing environment. * Position title will be based upon skills and experience Duties/Responsibilities: * Create presentations for Leadership meetings * Administer the corporate finance SharePoint site * Coordinate with executive departments on scheduling monthly and quarterly executive finance meetings * Prepare and disseminate monthly, quarterly and annual reports as needed * Monitor various corporate department procurement card for compliance * Coordinate with corporate accounting on billing of intercompany expenses * Service-minded attitude and ability to anticipate needs would be good additions to the desired qualities. * Manage the Corporate Finance team's schedules * Support the Corporate Finance team with any miscellaneous administrative duties (copying, scanning, filing, report pulling, data entry and email responses). * Prepare and submit expense reports and payable invoices Qualifications/Competencies: * Bachelor's degree or equivalent work experience. * two to five years of experience in a Finance support role is preferred, 5+ for Executive Assistant * Proficient in Excel and Powerpoint * Impeccable integrity * Maintains high degree of confidentiality/ethics * Strong communication skills with the ability to interface with all levels of the organization required * Use excellent verbal and written communication * Ability to quickly build effective relationships of high trust and credibility, internally and externally to deliver the Finance agenda in partnership * Excellent presence and professionalism * Highly organized and attentive to detail * Creative problem solving and critical thinking skills * Proficient with PC and standard office equipment, O365, including MS Word/Excel/Outlook/Powerpoint. Advanced knowledge of MS Excel (creating spreadsheets and charts and using financial Excel functions) * Exude passion for supporting others and for the team to be successful About The Heritage Group: The Heritage Group is a privately held portfolio of companies focused on creating long-term value by building world-class businesses. Under four generations of family ownership, we employ thousands of people around the world, with operations across North America, Europe, and China, in the core industries of Environmental and Remediation, Specialty Chemicals and Fuel Products, and Construction and Materials. Driven by innovation and research, our in-house R&D team, Heritage Research Group, specializes in helping our diverse set of companies evolve and adapt to a changing marketplace by providing cutting-edge solutions and exploring new opportunities in its state-of-the-art facility. And while acquisitions, partnerships, internal expansion, and startups may be our cornerstone, we're a family company at heart'aiming to build long-term relationships with our customers, vendors, and partners so that we can turn big challenges into even bigger opportunities to make a difference in the world. The Heritage Group Indianapolis IN

Executive Administration Assistant

Bastian Material Handling