Administrative Assistant

Job Description

Ingram Content Group (ICG) is hiring for an Administrative Assistance to contribute to our Library Services (ILS) team in LaVergne, TN just outside Nashville.  This individual provides a wide range of complex and confidential administrative and clerical support to the Vice President of ILS and the ILS reporting areas (Sales, Library Operations, Cataloging and Collection Development). Also, this role enhances the executives’ effectiveness by providing information management support and representing the executives to other Ingram departments and executives as well as our customers and business partners.

You love supporting one library, but what if you could support thousands?

At Ingram, our Library Services teams curate titles and services for a wide range of libraries from small and rural libraries to multi-branch urban library systems. We focus on providing exceptional support to our library customers by improving workflows and processes with content, shelf-ready services, collection development and analytics -- all while developing and maintaining everlasting relationships with our clients. Our teams collaborate and innovate with a variety of skilled professionals and manage projects with quality and profitability in mind.

The world is reading, and it is our goal to connect as many people to the content they want in the simplest ways.  If you share that passion and are seeking an opportunity with a fast paced, customer-centric company offering a competitive salary and benefits, we can’t wait to meet you! 

Required Qualifications:

• High School Diploma
• 3 years of related experience with proven office administration and customer service skills
• 3 years of business experience

Preferred Skills:

• MS Office experience (Excel/Visual Basic, Word, PowerPoint, and Outlook)

Key Responsibilities:

• Ensures smooth internal and external communication flow; by meeting milestone & key deliverables on or prior to deadlines, tracking all documents from inception to completion or approval, ensuring sensitive information is handled confidentially, and keeping all necessary departments up-to-date on reporting requirements and deadlines.
• Provides historical reference by developing and utilizing filing and retrieval systems, recording meeting minutes/discussions, etc.
• Provides administrative support to executive and assigned Directors through calendar management, securing dinner reservations, scheduling domestic and international travel and hotel accommodations, and placing out-going calls to provide information, set meetings, etc.
• Maintains office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, evaluating new office products, placing and expediting orders for supplies within company guidelines and verifying receipt of supplies.
• Coordinates associate needs with Facility Services, WLS, and other ICG support groups.
• Prepares reports as required; to include but are not limited to ILS Weekly report, Bi-Monthly report for the Commercial Business Review, the ILS weekly 5/15 report and the minutes to various meetings. Creates custom reports and PowerPoint decks as required to support the VP.
• Researches, complies and analyzes customer sales data from the data warehouse system.
• This list is not exhaustive.

Additional Information

Perks/Benefits:

• A highly competitive compensation package with generous benefits beginning first day of employment for Medical/Prescription Drug plans, HSA, Vision, Dental and Health Care FSA.
  • 10 vacation days & 10 sick days accrued annually and 3 personal days
  • 401K match, Life and AD&D, Employee Assistant programs, Group Legal, & more
  • Wellness program with access to onsite gym and basketball court for associates
• Avid reader? Numerous opportunities to engage with books and authors
  • Free card registration at the Nashville Public Library
  • Discounted offers to self-publish with IngramSpark®!
• Encouraged continued education with our tuition reimbursement program
• Financial and in-kind opportunities to engage with non-profits in your community
  • Company match program for United Way donations
  • Volunteer opportunities and in-kind drives for non-profits throughout the year
• Take breaks or brainstorm in our game room with ping pong & foosball
• Casual Dress Code

The world is reading, and Ingram Content Group (“Ingram”) connects people with content in all forms. Providing comprehensive services for publis