3 days onsite/ 2 days remote each weekDescription:Administrative AssistantPerforms administrative duties in support of a department and typically supports a manager; performs clerical office duties such as document processing, report preparation, and data retrieval and filing; coordinates meetings, travel, and ordering supplies; researches or resolves discrepancies following prescribed procedures; updates and maintains process documentation; and may receive project work consistent with the skills and skill level found in the jobs other work.Duties:Responds to standard inquiries from internal and external customers. Refers complex requests to appropriate staff members. Drafts and types standard letters and memoranda from specific instructions and prepares documents for distribution. Maintains and updates established web sites with the assistance of basic web publishing software applications. Prepares and maintains documentation of department processes. Produces a variety of correspondence and reports in support of department processes; updates forms according to defined procedures. Schedules meetings, coordinates travel arrangements, and maintains appointment calendars on behalf of department managers or supervisors; may coordinate meeting amenities (i.e. refreshments, etc.). Updates and maintains databases, systems applications, files and/or spreadsheets to ensure accurate and current information is available for use by others; prepares reports as directed. Retrieves records or data and distributes information as appropriate in order to provide timely and accurate information to department members or external customers. Files documents in accordance with defined procedures for on-site storage as well as long-term archiving. Receives and refers visitors and telephone callers within the department, ensuring that callers reach their intended destination. Processes and distributes incoming and outgoing mail, interoffice messages, faxes, and voicemail messages throughout the department. Performs analysis of basic or intermediate nature on information received, and researches or resolves discrepancies following prescribed procedures.The Administrative Assistant will provide essential administrative support to the Hay & Harvest Engineering team, with a focus on travel coordination, meeting logistics, and light project-related paperwork. This role is ideal for someone who is detail-oriented, organized, and enjoys supporting a dynamic engineering environment.Job Responsibilities:Travel Coordination: Arrange domestic and international travel for team members, including flights, lodging, transportation, and itineraries.Meeting Support: Schedule and coordinate meetings, prepare agendas, and ensure meeting logistics are in place.Expense Reporting: Assist with compiling and submitting travel and expense reports in accordance with company policy.Administrative Support for Project Activities: Handle routine forms, assist with routing documents for signatures, and help track basic project-related tasks.Calendar Management: Help manage calendars for team leaders, ensuring alignment across key meetings and deadlines.General Administrative Tasks: Order supplies, manage shared team resources, and assist with onboarding logistics for new team members.Skill Set Requirements:Experience using Microsoft office tools (Outlook, Word, Excel, and Teams in particular)Looking for 1-3 years of experience in an administrative roleMust have good written and verbal communication skillsMust have good attention to detailMust have experience with calendar managementMust have experience with handling travel arrangementsMust be organizedNotes:First shift position, hours are 7:00am – 4:00pm (some flexibility in the exact start time)Hybrid position: 3 days onsite/ 2 days remote each weekFully remote candidates will not be considered for this roleVIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status
Description:Administrative AssistantPerforms administrative duties in support of a department and typically supports a manager; performs clerical office duties such as document processing, report preparation, and data retrieval and filing; coordinates meetings, travel, and ordering supplies; researches or resolves discrepancies following prescribed procedures; updates and maintains process documentation; and may receive project work consistent with the skills and skill level found in the jobs other work.Duties:Responds to standard inquiries from internal and external customers. Refers complex requests to appropriate staff members. Drafts and types standard letters and memoranda from specific instructions and prepares documents for distribution. Maintains and updates established web sites with the assistance of basic web publishing software applications. Prepares and maintains documentation of department processes. Produces a variety of correspondence and reports in support of department processes; updates forms according to defined procedures. Schedules meetings, coordinates travel arrangements, and maintains appointment calendars on behalf of department managers or supervisors; may coordinate meeting amenities (i.e. refreshments, etc.). Updates and maintains databases, systems applications, files and/or spreadsheets to ensure accurate and current information is available for use by others; prepares reports as directed. Retrieves records or data and distributes information as appropriate in order to provide timely and accurate information to department members or external customers. Files documents in accordance with defined procedures for on-site storage as well as long-term archiving. Receives and refers visitors and telephone callers within the department, ensuring that callers reach their intended destination. Processes and distributes incoming and outgoing mail, interoffice messages, faxes, and voicemail messages throughout the department. Performs analysis of basic or intermediate nature on information received, and researches or resolves discrepancies following prescribed procedures.The Administrative Assistant will provide essential administrative support to the Hay & Harvest Engineering team, with a focus on travel coordination, meeting logistics, and light project-related paperwork. This role is ideal for someone who is detail-oriented, organized, and enjoys supporting a dynamic engineering environment.Job Responsibilities:Travel Coordination: Arrange domestic and international travel for team members, including flights, lodging, transportation, and itineraries.Meeting Support: Schedule and coordinate meetings, prepare agendas, and ensure meeting logistics are in place.Expense Reporting: Assist with compiling and submitting travel and expense reports in accordance with company policy.Administrative Support for Project Activities: Handle routine forms, assist with routing documents for signatures, and help track basic project-related tasks.Calendar Management: Help manage calendars for team leaders, ensuring alignment across key meetings and deadlines.General Administrative Tasks: Order supplies, manage shared team resources, and assist with onboarding logistics for new team members.Skill Set Requirements:Experience using Microsoft office tools (Outlook, Word, Excel, and Teams in particular)Looking for 1-3 years of experience in an administrative roleMust have good written and verbal communication skillsMust have good attention to detailMust have experience with calendar managementMust have experience with handling travel arrangementsMust be organizedNotes:First shift position, hours are 7:00am – 4:00pm (some flexibility in the exact start time)Hybrid position: 3 days onsite/ 2 days remote each weekFully remote candidates will not be considered for this role
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