Administrative Assistant

Administrative Assistant

  Not Disclosed

  Johnston, IA

  36.0 Months

  Not Disclosed

  Not Disclosed

  Manufacturing

Job Description

Major Purpose

Independently performs a full range of administrative support duties of a highly-confidential and highly-challenging nature, typically in support of level III division or platform officers and their direct reports in multiple countries. Facilitates work flow through a manager's office using organizational knowledge to determine how to handle incoming requests and assignments, including work going to and from other managers. Creates responses to correspondence on behalf of the manager; determines course of action on issues that arise when the manager is unavailable. May perform some or all of the following: guidance and limited work direction to others, project work consistent with the skills and skill level found in the job's other work, and multi-lingual assistance.

Major Duties

Produce, update, and provide best practice support on complex Microsoft documents, databases, and other departmental systems, advising colleagues as needed and using expertise to help improve processes.
Schedule appointments, make arrangements for meetings and conferences, and organize travel plans, following instructions to ensure more senior colleagues or a senior executive make the best use of their time.
Prepare tailored letters, emails, and more complex reports and agendas and minutes of meetings for approval by a board-level executive.
Prepare moderately complex documents using a variety of applications for technology devices, such as standard office software. Also responsible for gathering and summarizing data for reports.
Answer the telephone and assist callers or those making a broad range of inquiries by email or mail or other means with any requests for information, directing more complex matters to colleagues as necessary. Initiate contact internally and externally on a regular basis to convey requests, provide instructions, or obtain information on behalf of a senior colleague.
Receive visitors and respond accurately and promptly to a broad range of questions and issues raised.
Develop knowledge and understanding of the organization's policies and procedures and of relevant regulatory codes and codes of conduct to ensure own work adheres to those standards. Obtain authorization from a supervisor or manager for any exceptions from mandatory procedure.
Develop own capabilities by participating in assessment and development planning activities as well as formal and informal training and coaching. Develop and maintain an understanding of relevant technology, external regulation, and industry best practices through ongoing education, attending conferences, and reading specialist media.
Support others by carrying out a range of procurement activities. Involves following established procedures.

Skills, Abilities, Knowledge

Verbal Communication
Computer Skills
Planning and Organizing
Policy and procedures
Office Systems
Assessment
Builds Customer Loyalty
Call Handling
Masters Service Conversations
Numerical Skills
Strengthens Customer Connections

Education
Post-Secondary Non-Tertiary Education



Note:
1st shift position (7 am to 3:30 pm) with very little overtime.
Business casual dress code. Position will work 100% onsite.
VIVA 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.