Administrative Assistant - Business Development

Job Location:

Corporate Indianapolis

PRIMARY PURPOSE:  This position is responsible for providing support in an administrative capacity for the Vice President, Business Development and the National Sales Team for Simon Media and Experiences (SME) department / division of Simon.  This candidate must possess exceptional 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 deadlines.  Must possess professional skills and 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:

• Accounts Receivable & Payment Processing:
  • Managing Accounts Receivable: including invoicing, collections from advertisers / tenants, check scanning / payment deposits, and proper application of payments against multiple SME agreements.
  • Creating, submitting and collecting on multiple invoices – and issuing same to the correct parties – resulting from those agreements.
  • Reviewing, identifying discrepancies, and working internally to correct same for mis-applied funds, missing payments, etc.
• Administrative Assistant related tasks include supporting the executive SME 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 in a focused and professional manner
  • Coordinating and scheduling SME team meetings, as requested.
  • Assisting with internal and external correspondence, filing, mail, duplications, occasional shipping, etc., as requested.
  • Coordinating meetings, whether via conference call or face-to-face, for the VP Business Development and the assigned SME sales team members.
• Contract Processing. For assigned deal makers, this person handles:

• Multiple single and multi-property advertising and use-of-space agreements within the company’s Salesforce contracting and CRM system.

• Travel Expenses:

• Managing team member travel expense processes and timely reconciliations
• 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 SME team projects, reports, and data; with the ability to gain expertise and communicate with professional 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 VP Business Development and the assigned SME team members 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, check scanners, etc.
  • Valuable Skills:  With a high percentage of position responsibilities being numbers / accounting related skills and expertise in the following activities and/or programs is valued:
    • Excel
    • MS365 Office Suite
    • JDE
    • Salesforce
    • Yardi
    • Handling Deposits and Cash Application processes
    • Invoicing and Collections
    • Bookkeeping / Accounting

MINIMUM QUALIFICATIONS:

• Work Experience: 
  • 3+ years of administrative support experience
    • Yardi, Salesforce and bookkeeping / accounting is a plus.
• 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, Yardi & JDE experience and skills are a plus.  
  • Expertise on matters related to invoicing, collection, deposits, cash application processes.
  • Possesses exemplary writing, language, grammar and organizational skills.
  • Passionate about organization, timely execution, process improvements and professional / consistent communication to support a complex sales team.
  • Embraces the opportunity to support a complex sales organization
  • Experience working with and organizing large / complex data sets, spreadsheets and reports.