Description:Provides administrative support to either a team or individual. Duties may include fielding telephone calls, receiving and directing visitors, word processing, creating spreadsheets and presentations, and filing.OVERVIEW4 to 5 years of experience. Involved in a variety of administrative duties involving judgment in the application of relatively standardized administrative precedents, policies, and procedures.DUTIESBadge access (onboarding and changes) – requires 1-3 hours a day because we get several emails statewide, they would follow a process and would be given access to the program (highly confidential) Office equipment:Surplus process of equipment – this could be taking equipment to surplus to be used elsewhere or heavy trashManaging supplies in general around the office (extra, layoffs, etc.)Office furniture and desk chair orders – ordering, procurement Office supplies:Ordering, managing and keeping organizedCopier maintenance and toner supplyOrganize semi-annual office clean upAssist Finance with asset management reviewAssist staff with administrative questions and internal processes (backup to Alley)Coordinate with Alley to configure workspace and meeting logisticsMeeting Space & Facility CoordinationManage two conference room reservation calendarsCoordinate meeting space reservationsEnsure rooms are available and prepared for meetingsTroubleshoot scheduling conflictsStaff Onboarding SupportSupport onboarding coordination for new staff membersAssist with workspace setup and office logisticsHelp new employees navigate office procedures and resourcesServe as Backup to Executive AssistantCalendar coordination supportMeeting preparation assistanceDocument preparation and administrative tasksSkill - Required / Desired - Amount of ExperienceHigh school Diploma - Required -Prior experience in an administrative assistant position, at least 4 years - Required - 4 YearsPrevious experience in a position that demanded a high level of confidentiality - Required -Working knowledge of Microsoft Word, Outlook, PowerPoint and Excel - Required -Effective written and verbal communication skills - Required -Attention to detail and proofreading skills - Required -Organizational skills with the ability to prioritize tasks effectively and multitask - Required -Notes:OnsiteVIVA 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:Provides administrative support to either a team or individual. Duties may include fielding telephone calls, receiving and directing visitors, word processing, creating spreadsheets and presentations, and filing.OVERVIEW4 to 5 years of experience. Involved in a variety of administrative duties involving judgment in the application of relatively standardized administrative precedents, policies, and procedures.DUTIESBadge access (onboarding and changes) – requires 1-3 hours a day because we get several emails statewide, they would follow a process and would be given access to the program (highly confidential)
Office equipment:Surplus process of equipment – this could be taking equipment to surplus to be used elsewhere or heavy trashManaging supplies in general around the office (extra, layoffs, etc.)Office furniture and desk chair orders – ordering, procurement
Office supplies:Ordering, managing and keeping organizedCopier maintenance and toner supplyOrganize semi-annual office clean upAssist Finance with asset management reviewAssist staff with administrative questions and internal processes (backup to Alley)Coordinate with Alley to configure workspace and meeting logisticsMeeting Space & Facility CoordinationManage two conference room reservation calendarsCoordinate meeting space reservationsEnsure rooms are available and prepared for meetingsTroubleshoot scheduling conflictsStaff Onboarding SupportSupport onboarding coordination for new staff membersAssist with workspace setup and office logisticsHelp new employees navigate office procedures and resourcesServe as Backup to Executive AssistantCalendar coordination supportMeeting preparation assistanceDocument preparation and administrative tasksSkill - Required / Desired - Amount of ExperienceHigh school Diploma - Required -Prior experience in an administrative assistant position, at least 4 years - Required - 4 YearsPrevious experience in a position that demanded a high level of confidentiality - Required -Working knowledge of Microsoft Word, Outlook, PowerPoint and Excel - Required -Effective written and verbal communication skills - Required -Attention to detail and proofreading skills - Required -Organizational skills with the ability to prioritize tasks effectively and multitask - Required -Notes:Onsite
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