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

Requirements

  • 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.

#LI-KK1

#ZR


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Executive Administration Assistant

Bastian Material Handling