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:
Supervise general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
Review and approve invoices, reports, memos, letters, financial statements, and other documents.
Review and approve 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.
Expert ability to work independently and manage one’s time.
Expert ability to keep information organized and confidential.
Expert ability in event planning, budgeting, etc.
Expert leadership and 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.
10+ years experience required.
Experience working with executives required.

Position’s Contributions to Work Group:
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.

Typical task breakdown:
Administrative duties include, but are not limited to:
organizing and facilitating team events and recognition events
helping managers with scheduling/calendar (if requested)
collaborating with other administrative assistants as needed
coordinating division meeting presentation content
helping coordinate division meetings
managing division/section distribution lists
creating/managing team communications
ordering, receiving, and organizing office supplies
managing purchase requisitions
manage travel arrangements
manage passport and VISA renewals and applications

Interaction with team:
Work with direct reports and potentially their reports to arrange 1:1, team meetings, reviews, etc.

Education & Experience Required:
Years of experience: 6-10 years
Degree requirement: High school diploma or GED

Technical Skills
Top three skills
Previous experience with computer applications, such as Microsoft Word, Excel, PowerPoint, and Outlook
Knowledge of concur (travel management system)

Soft Skills
Top skills
Strong verbal and written communication skills, ability to prioritize and balance concurrent activities, customer service skills, and interpersonal skills
Strong ability to keep information organized and confidential

Notes:
Onsite
8 – 4:30 includes a half hour unpaid lunch
Potential Travel: 0-25%

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.