Administrative Assistant

The Administrative Assistant reports directly to the **Vice President of Branch Administration and Operations** and provides dedicated administrative support to the VP in managing daily responsibilities, priorities, communications, and projects.

We are seeking a **proactive, highly organized, and detail-oriented Administrative Assistant** who is comfortable working closely with executive leadership and managing confidential information. The ideal candidate will be able to anticipate needs, stay ahead of deadlines, manage competing priorities, and provide reliable day-to-day administrative support to the VP of Branch Administration and Operations.

Job-Specific Duties & Responsibilities Executive & Administrative Support:

• Provide direct, daytoday administrative support to the VP of Branch Administration and Operations.
• Manage and maintain the VP's calendar, including scheduling meetings, appointments, conference calls, and other commitments.
• Coordinate meetings on behalf of the VP, including scheduling attendees, preparing agendas, gathering materials, arranging meeting spaces, and communicating logistics.
• Prepare, organize, and distribute meeting materials, presentations, reports, correspondence, and other documents.
• Monitor and manage the VP's administrative deadlines, followups, and action items.
• Maintain organized electronic and physical files and records for the VP.
• Draft, proofread, and prepare emails, letters, memos, meeting notes, and other business correspondence as needed.
• Serve as a point of contact for internal employees, managers, vendors, and other stakeholders on matters relating to the VP's office.
• Screen, prioritize, and route communications and requests to the VP as appropriate.
• Assist the VP with tracking projects, initiatives, and outstanding items to ensure timely followthrough.
• Prepare information, reports, spreadsheets, and other materials requested by the VP.
• Coordinate travel arrangements, itineraries, and related administrative details as needed.
• Assist with expense reporting, invoice processing, and other administrative tasks related to the VP's responsibilities.
• Anticipate the VP's administrative needs and proactively address items before they become issues.
• Handle confidential and sensitive information with a high degree of discretion and professionalism.

Meeting & Project Coordination:

• Support the VP in coordinating meetings and projects across departments and locations.
• Track action items and follow up with appropriate individuals to ensure commitments and deadlines are met.
• Maintain project files, timelines, and supporting documentation.
• Assist with preparing presentations, agendas, reports, and other materials for leadership meetings.
• Coordinate communications and followup related to VPled initiatives.
• Assist with special projects and administrative assignments as directed by the VP.

Administrative Systems & Organization:

• Assist with maintaining accurate and uptodate company documents, forms, resources, and administrative information.
• Support the development and implementation of administrative processes and procedures.
• Help identify opportunities to improve administrative processes, organization, and efficiency.
• Maintain appropriate filing systems and ensure important information can be easily located when needed.
• Provide administrative support to other departments or members of Executive Leadership as directed by the VP.

Office & Leadership Support:

• Assist with coordinating leadership meetings, company meetings, and special events.
• Support the VP with office, facility, and administrative needs as requested.
• Coordinate with internal departments and external vendors on administrative matters.
• Assist with scheduling and logistics for visitors, meetings, and other activities involving the VP.
• Perform other jobrelated duties and special projects as assigned.

Qualifications & Experience:

• Minimum of three (3) years of experience providing administrative or executive support, preferably supporting a CLevel executive or senior leader.
• Proven experience managing calendars, coordinating meetings, preparing documents, and handling administrative responsibilities.
• Exceptional organizational and timemanagement skills with the ability to manage multiple priorities and deadlines.
• Strong attention to detail and excellent followthrough.
• Excellent written and verbal communication skills.
• Ability to work independently, anticipate needs, and exercise sound judgment.
• Ability to maintain confidentiality and handle sensitive information with discretion and professionalism.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Proficiency with SharePoint or similar document management systems.
• Experience coordinating projects, meetings, travel, events, or executive schedules is preferred.
• Professional, dependable, and serviceoriented approach with the ability to interact effectively with employees at all levels of the organization.

Work Location: Primarily Crown Point, IN, with occasional support at the Hammond, IN corporate office as needed.

Benefits:

• 401(k)
• Dental Insurance
• Health Insurance
• Paid Time Off
• Referral Program
• Retirement Plan
• Vision Insurance