Administrative Associate

Administrative Associate

Job Description

The client is seeking an Administrative Associate to provide excellent administrative and operational support for client sections and faculty.

Our growing division is looking for a highly organized self-starter who is enthusiastic, motivated, and is able to adapt to different working styles and needs. This position requires an individual that has superior verbal and written communication skills, and is detail-oriented. The successful candidate will be able to work with little supervision on daily assignments and must be able to take initiative in all tasks.

Duties include:
Perform duties associated with scheduling, organizing, and operating conferences, seminars, and events, including recommending vendors for services, overseeing the production and distribution of materials, coordinating logistics, and serving as liaison with internal and external vendors.
Draft and/or generate routine communications; coordinate production (formatting, copying, etc.) and dissemination of documents, such as presentations, course handouts, grant proposals, conference and seminar materials, reports, brochures, and displays.
Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, client, and sponsor policies.
Process and monitor routine financial transactions, which may include researching and resolving discrepancies.
Maintain office supplies and equipment; obtain vendor quotations, as needed. Coordinate office moves.
Maintain approved content on websites.
Other duties may also be assigned

QUALIFICATIONS:

DESIRED QUALIFICATIONS:
Four-year degree plus a minimum of 2 years’ experience or a combination thereof.
Prior work experience at client and/or in higher education strongly preferred.
Ability to work independently, prioritize workload and meet strict deadlines.
High level of attention to detail and accuracy.
Demonstrated ability to act with tact and maintain confidentiality.
Demonstrated problem solving and analytical skills.

EDUCATION & EXPERIENCE (REQUIRED):
High school diploma and three years of administrative experience, or combination of education and relevant experience.

KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):
Proficient computer skills and demonstrated experience with office software and email applications.
Demonstrated success in following through and completing routine tasks.
Strong organizational skills and attention to detail.
Strong verbal and written communication skills.
Excellent customer service and interpersonal skills.
Ability to prioritize and multi-task.

Required Experience:
2-3 years

Top 3 requirements to hire:
Client Experience working with senior leadership, local and flexible to commute to campus, Event Planning Experience

PHYSICAL REQUIREMENTS:
Constantly perform desk-based computer tasks.
Frequently sitting.
Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds.
Rarely twist/bend/stoop/squat, kneel/crawl.

Notes:
Hybrid, up to 2 days onsite
Shift timing/schedule: 730-4p

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.