Administrative Assistant

Administrative Assistant

Job Description

Summary:
The main function of an administrative assistant/executive assistant is to provide high-level administrative support by conducting research, handling information requests and performing clerical functions. A typical administrative assistant acts as information and communication managers for an office.

Job Responsibilities:
Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
Prepare invoices, reports, memos, letters, financial statements, and other documents.
File and retrieve corporate documents, records, and reports.
Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
Prepare agendas and make arrangements for committee, board and other meetings.

Skills:
Verbal and written communication skills, multi-tasking, customer service skills and interpersonal skills.
Ability to work independently and manage one’s time.
Ability to keep information organized and confidential.
Basic mentoring skills necessary to provide support and constructive performance feedback.
Previous experience with computer applications, such as Microsoft Word, Excel and PowerPoint.

Education/Experience:
High school diploma or GED required.
5-7 years experience required.
Experience working with executives highly preferred.

Position’s Contributions to Work Group:
Supporting 2 Directors with an engaging workgroup and opportunity to support Culture Club events

Typical task breakdown:
Booking Travel, Expenses, Meeting management, Office Supplies, Culture Club and overall helping the team and leaders to run as a well-oiled machine

Interaction with team:
Will be a central member of the team with broad interactions

Education & Experience Required:
Years of experience: 5 years

Top 3 Skills
Communication
Organizational Skills
Collaboration

Additional Technical Skills
Proficient in Microsoft Office Suite, ideally proficient in travel planning tools

Soft Skills
Strong communication required across team and administrative assistants, ability to advocate and high emotional intelligence

Notes:
Onsite
First shift Daily schedule, 8 hours, Monday-Friday

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.