Administrative Assistant - Business Development

Job Location: Corporate Indianapolis Job Description PRIMARY PURPOSE: This position is responsible for providing support in an administrative capacity for the Senior Vice-President, VP Business Development, select Regional Directors and the National Sales Team for Simon Brand Ventures (SBV) department / division of Simon. This candidate must possess excellent organizational and communication skills, the ability to work and communicate with all levels of management, 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 and/or SVP-led meetings, as requested. Assisting with internal and external correspondence, filing, mail, duplications, etc. as requested. Coordinating certain meetings, whether via conference call or face-to-face, for the SVP. Accounts Payable 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 Accounts Receivable Processing: 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. For assigned deal makers, this person handles: Multiple single and multi-property advertising and marketing agreements within the company’s Salesforce contracting and CRM system. 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 SVP, VP 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 photocopiers, computers, 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: 3 years of secretarial/administrative 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 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.