This role is located in Chicago IL and is hybrid/flex which requires in-office visibility three days per week, working from home the other two days. Core office hours are 9am to 5pm.
Description:
BASIC FUNCTION
Under limited supervision, this position is responsible for exercising considerable discretion and independent judgment while performing secretarial, administrative and office management duties. This will include composing and typing correspondence, report development, heavy meeting coordination and calendaring, maintenance of confidential documents, and screening phone calls and visitors. These duties require a thorough knowledge of organizational policies, practices and procedures to ensure the office functions efficiently and this Executive Administrative Assistant level requires initiative and may entail decision making authority, taking a broad perspective to problems and spots new, less obvious solutions.
JOB REQUIREMENTS
High School Diploma or G.E.D.
3 years of strong, administrative support experience.
Solid knowledge of office procedures and equipment functionality.
Excellent verbal and written communication skills, including punctuation, composition, sentence structure, etc.
High degree of confidentiality and discretion to absolute privacy with sensitive information.
Independent judgment and initiative to act with authority as needed.
Strong PC proficiency to include Word, Outlook, Excel, PowerPoint and Workday.
Ability to exercise confidentiality, tact and diplomacy.
PREFERRED JOB REQUIREMENTS
Secretarial certificate from accredited secretarial school.
Project management skills and financial reporting analysis.
Strong event planning experience to coordinate logistics for small to large corporate meetings.
ESSENTIAL FUNCTIONALITY
1. Perform secretarial and administrative duties and maintain office in absence of the VP. Expedite requests from corporate management directed to the VP and perform administrative follow up for the VP on pending matters.
2. Compose, type, and transcribe routine correspondence, reports, forms, and similar material in final form using a personal computer. Always ensure correctly worded documents with a professional appearance.
3. Compile special reports and charts, requiring data collection from several sources, based on specific instructions as to the nature and purpose of these charts and reports. Participate in the budgeting process as needed.
4. Establish and maintain confidential files, files of corporate records, official documents, and other information for reference purposes. Research files for information upon request. Dispose of records according to established retention procedures.
5. Maintain office controls to ensure the timely submission of correspondence and reports. Consolidate reports when appropriate.
6. Research and resolve inquiries related to the function of the division.
7. Process payment for invoices and maintains departmental billing, budget, and payment data.
8. Participate in the budget process as requested, i.e. review budget reports, monitor variances, enter data in budget system, etc.
9. Screen telephone calls and visitors; route misdirected calls to other appropriate individuals in the organization. Open, scan, and arrange mail in order of importance. Schedule appointments, maintain master calendar and place outgoing phone calls for the VP. Provide, prepare or obtain information from records based on knowledge of the organization.
10. Assume responsibility for keeping up to date on organizational changes, and corporate policies and procedures. Safeguard the confidentiality of all information related to executive functions.
11. Handle special projects including scheduling and coordinating meetings, making travel arrangements, arranging lunches, and sending out invitations. Attend management and other meetings for the VP. Prepare summaries of decisions and commitments made at meetings and conferences.
12. Perform various miscellaneous functions, i.e. maintain personal files, screen internal/external publications outlining pertinent information. Advise support staff in answering problems involving procedural and workflow.
13. Maintain a thorough knowledge of the organizational structure.
14. May lead other administrative assistants within the division.
15. Communicate and interact effectively and professionally with co-workers, management, customers, etc.
16. Comply with HIPAA, Diversity Principles, Corporate Integrity, Compliance Program policies and other applicable corporate and departmental policies.
17. Maintain complete confidentiality of company business.
18. Maintain communication with management regarding developments within areas of assigned responsibilities and perform special projects as required or requested
Notes:
Hybrid/flex which requires in-office visibility three days per week, working from home the other two days. Core office hours are 9am to 5pm.
Contract to Hire
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