Administrative Executive Assistant - Onsite

𝐓𝐢𝐭𝐥𝐞: Administrative Executive Assistant - Onsite

𝐌𝐚𝐧𝐝𝐚𝐭𝐨𝐫𝐲 𝐬𝐤𝐢𝐥𝐥𝐬:

administrative support,

conducting research, handling information requests, performing clerical functions,

event planning, budgeting,

Microsoft Word, Excel, PowerPoint,

administrative responsibilities, coordinating key activities, supporting operational reporting, execution of business priorities,

SharePoint, OneDrive Next Gen, Guided By, Workday,

Data Management, Reporting, Business Systems, Technology, Project Coordination,

Planning travel, Scheduling meetings, Maintaining calendars for leaders, Running meetings,

general office duties, ordering supplies, maintaining records management systems, basic bookkeeping,

Review, approve invoices, reports, memos, letters, financial statements, documents, corporate documents, records, reports,

analyze incoming memos, submissions, reports, Prepare agendas,

𝐃𝐞𝐬𝐜𝐫𝐢𝐩𝐭𝐢𝐨𝐧:

Administrative/Executive Assistant 5

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.

This role is needed to provide dedicated administrative support to the Operations Manager. The position will improve efficiency by managing administrative responsibilities, coordinating key activities, supporting operational reporting, and ensuring timely execution of business priorities. This role will enable leadership to remain focused on operational performance, employee engagement, and achievement of organizational goals.

Typical task breakdown:

- Planning travel

- Scheduling meetings

- Maintaining calendars for leaders

- Running meetings

Interaction with team:

- Working with Ops Manager and direct team, but potential to work with upper leadership as well.

Team Structure

- Main support of Ops Manager but partial support of 6 other leaders.

Work environment:

- Office environment.

Education & Experience Required:

- Years of experience: 10

- Degree requirement: Bachelor's degree and 5+ years of executive administrative support experience,

- Open to 7 years with associates degree

- Do you accept internships as job experience: Yes

- Are there past or additional job titles or roles that would provide comparable background to this role: Job titles within “Secretary” or “Administrative Assistant” job families.

Top 3 Skills

- Organizational & Time Management Skills

- Communication Skills

- Attention to Detail & Problem Solving

Additional Technical Skills

(Required)

- Microsoft Office Suite Proficiency

- Data Management & Reporting

- Business Systems & Technology Skills

o SharePoint, OneDrive Next Gen, Guided By, Workday

(Desired)

- Advanced Excel Skills

- Project Coordination Experience

Soft Skills

(Required)

- Communication

- Adaptability & Flexibility

- Initiative & Proactive Thinking

(Desired)

- Strong Relationship Building

- Initiative & Anticipation

- Adaptability & Resilience

VIVA USA is an equal opportunity employer and is committed to maintaining a professional working environment that is free from discrimination and unlawful harassment. The Management, contractors, and staff of VIVA USA shall respect others without regard to race, sex, religion, age, color, creed, national or ethnic origin, physical, mental or sensory disability, marital status, sexual orientation, or status as a Vietnam-era, recently separated veteran, Active war time or campaign badge veteran, Armed forces service medal veteran, or disabled veteran. Please contact us at for any complaints, comments and suggestions.

𝐂𝐨𝐧𝐭𝐚𝐜𝐭 𝐃𝐞𝐭𝐚𝐢𝐥𝐬 :

Account co-ordinator: Sridharan Marimuthu

VIVA USA INC.

3601 Algonquin Road, Suite 425

Rolling Meadows, IL 60008