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Administrative Executive Assistant


Reference Number: SMILAA8

Administrative Executive Assistant
experience  Not Disclosed
location  Mossville, IL
duration  24.0 Months
salary  Not Disclosed
jobtype  Not Disclosed
Industry  Manufacturing
Job Description

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.

Typical task breakdown:

  • Manage complex and dynamic calendar of meetings and events for organization coordinating with internal and external attendees
  • Plan for upcoming meetings ensuring attendees have relevant information to be successful
  • Manage email and prepare responses for broad distribution working with subject matter experts to align on messaging and content.
  • Attend team meetings to help identify and document tasks for follow-up.
  • Book and manage travel accommodations

Interaction with team:

  • Regular communication to manage complex calendar of events.
  • Written communication with workgroup to

Work environment:

  • Office only

Top 3 Skills

  • Professional written and verbal communication
  • Organization of dynamic scheduling and administrative tasks
  • Ability to create concise documents

Additional Technical Skills:

(Required)

  • Outlook and Office Suite (Powerpoint, Work, Excel)
  • Proficient email communications

Soft Skills:

(Required)

  • Professional written and verbal communications skills
  • Collaborative working style

Note:

Onsite

Normal business hours 8am-5pm. Limited OT potential.


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

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