Description:
Administrative/Executive Assistant 2
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.
Open, sort and distribute incoming correspondence, including faxes and emails.
Prepare responses to correspondence containing routing inquiries.
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.
Previous experience with computer applications, such as Microsoft Word, Excel and PowerPoint.
Education/Experience:
High school diploma or GED required.
0-2 years experience required
Position’s Contributions to Work Group:
Manage Calendar and expense reports for Senior Leaders
Schedule Team Meetings and take minutes of meetings.
Plan and coordinate team events and customer visits to client sites.
Supports Office Staff with scheduling and organizing with facilities team including desk assignment management.
Plans meetings, prepares agenda, and follows up on action items.
Puts together presentations. Creates final versions from drafts provided by managers.
Typical task breakdown:
Ensure calendar alignment with managers
Process any travel requests and expense reports
Planning events.
Development of presentations as required.
Work with the team to provide additional support as time is available.
Interaction with team:
Collaboration with a local and global team.
5days in the office is now required and people will be regularly in office to support and engage.
Global team interaction through Conference calls with teams on differing time zones.
Team Structure:
Will primarily support 2 senior managers, but also provide support to the larger team. About 50 people locally.
Education & Experience Required:
Years of experience: 3-4 years relevant exp
Degree requirement: HS Diploma minimum. Associates/Bachelor’s desired.
Top 3 Skills:
Well organized.
Capability to use Microsoft Office Tools.
Powerpoint presentation development.
Communication
Additional Technical Skills:
(Required)
Microsoft Excel
Powerpoint design.
Soft Skills:
(Required)
Extraordinary organization
Communication
Self-Directed.
Work environment:
Office only. 5-days/wk
Notes:
07:00 AM - 03:00 PM
0-25% Travel
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