Administrative Assistant | Lebanon, IN (Onsite)

📍 Location: Lebanon, IN (100% Onsite)
💼 Employment Type: Contract (W2, 1099, or C2C)
📅 Duration: 9-month contract with strong potential for extension
🚀 Start Date: Mid to Late August

About the Opportunity

We are seeking an experienced Administrative Assistant to provide high-level administrative and operational support within a fast-paced professional environment. This role is ideal for a proactive, highly organized professional who thrives on managing multiple priorities, supporting leadership teams, and ensuring smooth day-to-day operations.

The successful candidate will play a key role in calendar management, travel coordination, event planning, communications support, and general administrative operations.

Key Responsibilities

Executive & Calendar Management

• Manage complex calendars for multiple leaders and business partners.
• Coordinate schedules across teams and departments to optimize efficiency.
• Organize meetings, prepare agendas, and support follow-up activities.
• Build strong working relationships across the organization to facilitate seamless communication.

Meeting & Event Coordination

• Plan and coordinate meetings ranging from small team sessions to large-scale site events.
• Schedule conference rooms, virtual meeting platforms, and audiovisual resources.
• Arrange catering, meeting materials, and logistics as needed.
• Assist with employee engagement and cross-functional initiatives.

Travel & Expense Management

• Coordinate domestic and international travel arrangements.
• Manage flight, lodging, transportation, passport, and visa logistics.
• Prepare and submit accurate expense reports using Concur.
• Reconcile corporate and personal travel-related expenses.

Communications & Content Management

• Maintain and update internal communication platforms and collaboration sites.
• Manage content for digital communication channels.
• Ensure messaging is accurate, timely, and aligned with organizational priorities.
• Collaborate with stakeholders to develop and publish communications.

Administrative & Operational Support

• Create and maintain presentations, reports, spreadsheets, and business documents.
• Manage distribution lists, databases, tracking tools, and collaboration sites.
• Support recruiting processes through interview scheduling and coordination.
• Assist with employee onboarding and pre-boarding activities.
• Contribute to process improvements that increase efficiency and productivity.
• Support special projects and provide backup administrative coverage as needed.

Required Qualifications

✅ High School Diploma or GED

✅ 3+ years of experience in:

• Administrative Support
• Executive Support
• Office Coordination
• Office Management

✅ Experience with:

• Calendar Management
• Travel Coordination
• Expense Reporting
• Meeting & Event Planning

✅ Strong organizational, communication, and multitasking skills

✅ Ability to handle confidential information with professionalism and discretion

✅ Proven success managing competing priorities in a fast-paced environment

Preferred Qualifications

• Advanced proficiency with Microsoft Office Suite:
  • Outlook
  • Word
  • Excel
  • PowerPoint
  • SharePoint
  • Teams
• Experience with Concur Travel & Expense
• Experience supporting multiple leaders simultaneously
• SharePoint administration and content management experience
• Recruiting, onboarding, or employee engagement support experience
• Experience within a pharmaceutical, manufacturing, or corporate environment is a plus, but not required