Executive Assistant

Job Location:Corporate Indianapolis

PRIMARY PURPOSE: This position is responsible for providing support in an administrative capacity for the Executive Vice-President for Simon Brand Ventures (SBV) and the Vice President of Financial reporting that supports SBV. This position must also be able to facilitate business analysis reporting in excel, power point presentations, and Visio charting to support the departmental communication needs. This candidate must possess excellent organizational and communication skills, the ability to work and communicate with all levels of management and large groups of people; and be capable of prioritizing and completing multiple assignments with accuracy and minimal supervision under tight deadlines. Must possess professional appearance and skills, plus the ability to handle sensitive and confidential information in a professional manner.

PRINCIPAL RESPONSIBILITIES: The successful candidate’s responsibilities will include, but are not limited to:

Administrative Assistant related tasks include supporting the executive SBV team as lead Administrative Assistant, plus performance of several important and complex tasks. Some duties may be unique, sensitive, or confidential in nature.

Communicating supervisor’s instructions or requests to various individuals internally and externally.

Requesting and obtaining information from various high level internal and external individuals.

Coordinating and scheduling SBV team meetings as needed.

Assisting with internal and external correspondence, filing, mail, etc. as needed.

Coordinating certain meetings, whether via conference call or face-to-face

Accounts Payable & Receivable Processing:

Coordinating outbound payments of SBV invoices for volume related SBV businesses, such as beverage vending, seasonal photo vendors, and more: including completion of all processes to facilitate vendor payments via Accounts Payable and processing payments with SBV’s P-card.

Maintenance of an updated budget tracker for all invoices

Managing Accounts Receivable: including collections, deposits, and application of payments from clients for various SBV deals.

Creating, submitting, and collecting on multiple invoices ties to those agreements.

Contract Processing: coordinate with Simon Legal team to facilitate signature requirements and processing of advertising and marketing agreements within the company’s Salesforce contracting and CRM system.

Supporting SBV Department Accounting group with various one off and on-going projects and reporting needs as assigned

Travel Expenses:

Managing team member travel expense processes.

Completing all expense reporting to ensure accuracy and timely submission within the dedicated system.

Submitting reimbursement requests for OOP expenses, as necessary.

General Abilities:

Projects: develop and execute multiple complex SBV team projects, reports, and data, suing organizational skills, computing expertise and discretion.

Self–Driven: Demonstrating the ability to integrate and work as part of a team while working independently with minimal supervision to achieve multiple tasks and objectives in a timely manner.

Serve as an initial point-of-contact for the EVP and the SBV team with respect to internal and external communications, business inquiries and departmental activities.

Basic Office Skills: Ability to operate a range of office machines such as computers, photocopiers, etc.

Valuable Skills: With a high percentage of position responsibilities being numbers / accounting related, expertise in the following activities and/or programs is a plus:

Excel

JDE

Salesforce

Bookkeeping / Accounting

Handling Deposits and Cash Application processes

MINIMUM QUALIFICATIONS:

Work Experience:

7+ years of administrative support or sales team support experience

Skills and Attributes:

Must be detail oriented and possess excellent organizational, interpersonal, written & verbal communication skills.

Must possess certain software skills: MS Windows, MS Office Suite, MS Excel, MS PowerPoint are a must; Salesforce & JDE experience and skills are a plus.

Possesses exemplary writing, language, grammar, and organizational skills.

Passionate about organization, timely execution, and process improvements to support a complex nationwide sales team.

Embraces the opportunity to support a complex sales organization

Experience working with and organizing large / complex data sets, spreadsheets, and reports.

Education: Associates degree is a must, bachelor’s degree is a plus; but not required.

R10500