Administrative Assistant - Hybrid

Title:         Administrative Assistant - Hybrid

Mandatory skills:

administrative systems, administrative procedures,
preparing reports, computer software,
proofreading, formatting exhibits, citations, articles, cases, presentations,
MS Office,
preparing handouts class, coordinating arrangements class visitors, course website, producing seating charts, updating class lists,
calendars, scheduling appointments, making room, catering arrangements, preparing documents,
phone calls, faxes, voicemail, emails

Description:

Administrative Coordinator

Sets up and administers systems and processes for a department. Prepares documents for articles, cases, and presentations which may include proofreading, formatting exhibits and citations. Intermediate or better proficiency in MS Office, and willingness to learn client systems, is required. Supports faculty when they are teaching including preparing handouts for class, coordinating arrangements for class visitors. Participates in proctoring exams. Coordinates audiovisual support for the classroom as needed. Responsible for maintaining information on course website, producing seating charts, updating class lists, etc. Manages complex calendars, scheduling appointments with students and others, making room and catering arrangements as necessary, and preparing documents for meetings. Coordinates complex travel arrangements. Prepares itineraries and documents to facilitate faculty travel. Assesses different itineraries for cost, convenience, and faculty preferences and arranges for travel visas. Prepares and processes expense reimbursements in a timely and accurate manner. Performs basic online research. Obtains books, articles, and other information. Maintains accurate and organized electronic and paper files for faculty. Practices careful version control of all documents with logical naming conventions. Greets visitors as primary contact on faculty member''s behalf, and responds to phone calls, faxes, voicemail, and emails in a timely manner. Orders office supplies.

Looking for a task-driven, organized individual with excellent communication skills.

Required Education
College Graduate

Notes:
Hybrid - partial time on camppartial time WFH (working/living in MA).

Hours per Day: 7
Hours per Week: 35
Total Hours: 497.00

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: Sekhar Radhakrishnan

VIVA USA INC.
3601 Algonquin Road, Suite 425
Rolling Meadows, IL 60008
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