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Training Coordinator/Executive Assistant

Location:Indianapolis, IN
Benefits:Medical, Dental, Vision, Defined Benefit Plan, 403(b) Thrift Plan, Generous Vacation, Holidays, Short-Term Disability, Company Paid Life Insurance and more.
Type:Full Time
Department:Operations - Administrative Professionals
Description:

Job Title:

Training Coordinator/Executive Assistant

Department:

Workforce Development

Reports to:

Executive Administrator/President's Office

FLSA Status:

Exempt

Salary Classification:

 

The following statements are intended to describe the general nature and level of work being performed. They are

not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

 

Summary & Scope:

Coordinate and manage the training program for the organization including on- and off-site training logistics such as scheduling, registration of employees' conferences including coordinating the travel program. Provide assistance to Executive Administrator daily or as needed. Fill in as backup during his/her time out of the office. Handle phones; greet guests of the President's office. Ensure accurate training records are maintained.

Duties:

Essential Duties & Responsibilities include the following.

[What is described here is representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.]

 

Specifically identify main duties and responsibilities associate with this position such as:

  • Provide daily assistance to Vice President Talent Management and Diversity and the President's Office.
  •  

  • Provide daily office coverage for the Executive Administrator when he/she is out of the office or away from the desk.
  •  

  • Assist with UWCI board meetings and other meetings as requested.
  •  

  • Manage the organization training needs for the staff including scheduling of vendors, processing training requests; maintaining a travel database; ensuring registrations, lodging and other travel needs of staff are coordinated either personally or through Division Executive Assistants.
  •  

  • Responsible for managing key projects, such as employee engagement surveys, ordering and sending cards and flowers, review and creation of expense reports, and database maintenance of Board members.
  •  

  • Coordinate and schedule employee meetings and retreats as dictated by supervisors.
  •  

  • Provide administrative support to the President's office such as processing daily mail, assisting with routine correspondence, processing incoming calls and other requests for information, and greeting guests of the President.
  •  

  • Provide administrative support for the Diversity Committee such as preparing for and attending meetings, recording minutes, maintaining roster, communicating with committee members, and preparing statistical reports.
  •  

  • Manage the workload required for both Talent Management & President's Office to ensure timely and accurate delivery of work projects.
  •  

  • Schedule and coordinate meeting rooms as determined by facilitators including ensuring equipment, materials, and other necessary details are ready and available.
  •  

  • Proofread letters, documents and other materials and as requested.
  •  

  • Maintain a confidential and professional manner at all times.
  •  

  • Other duties may be assigned.
  •  

Other Duties & Responsibilities{What is described here is representative of those that are important but not essential functions of the job for purposes as defined by ADAA}

  • Administer the tuition assistance program.
  •  

  • Coordinate activities of Employee Activity Committee under the direction of Director, HR and Diversity.
  •  

  • Ensure quality of product leaving President's Office and Workforce Development meets UWCI standard at all times.
  •  

  • Promote a cooperative spirit within the organization and among internal and external United Way participants.
  •  

  • Perform other duties as assigned.

 

Supervisory Responsibilities:

N/A

     

Qualifications:

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily and be physically present in the office. The requirements listed below are representative of the basic knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:

Bachelor's degree and one to four years of executive administrative experience required. Training in office technologies, business, communications, computer software and related disciplines is a plus. Training and travel background is preferred.

Core Competencies:

Interpersonal Communications, Integrity/Accountability, Customer Service, Strategic Thinking, Diversity/Inclusion (Staff/Volunteer), Relationship Building

Performance Competencies

Use of Technology, Project and Workload Manage, Job Knowledge, Teamwork/Cooperation, Attendance/Dependability

Other Skills and Abilities:

Excellent internal and external customer service skills are required. The ability to represent the President's office in a professional manner Computer proficient in Microsoft Office products, including Access is required. Ability to multi-task and work well with others. Ability to work a flexible schedule during peak times. Ability to prioritize, work with minimal supervision and effectively under pressure with deadlines, maintain confidentiality and comfort in working with prominent public officials and community leaders. Proven organization and record keeping skills. Advanced proofreading skills required. Data management proficiency is required.

 



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