Administrative Assistant

VIVA USA Inc; Chicago (IL); On-site; USD 40,000 - 55,000; Full time

Benefits offered by this job

Equal opportunity employer

Job summary

VIVA USA Inc. is seeking an organized and proactive Administrative Assistant to provide essential support to an organizational unit.

The role covers calendar management, document handling, and travel arrangements while serving as the primary contact for the department and protecting the confidentiality of students, faculty, and staff. The ideal candidate will have strong verbal and written communication, the ability to work independently, and the capability to manage multiple tasks under

Qualifications

• Strong verbal and written communication skills.
• Strong organizational skills.
• Ability to take initiative and work independently.
• Ability to prioritize and manage concurrent tasks with interruptions and meet deadlines.
• Ability to maintain confidentiality and discretion.

Responsibilities

• Provide administrative support for the assigned unit with broad experience and knowledge of policies and practices.
• Perform office management and general administrative functions for the assigned manager/area.
• Serve as first point of contact to department, offering professional assistance with urgency.
• Coordinate calendaring, document preparation and management, and travel arrangements.
• Support management and staff, handling routine and non-routine inquiries.

Skills

Strong verbal communication

Strong written communication

Highly organized

Independent worker

Attention to detail

Multitasking under pressure

Team collaboration

Discretion and confidentiality

Deadline oriented

Education

Bachelor's Degree

Job description

Responsibilities

Provides administrative support to an organization unit requiring broad experience, skills and knowledge of organization policies and practices. Performs office management and general administrative functions for assigned manager/area. Serves as first point of contact to department, providing professional assistance with the appropriate sense of urgency. Performs a variety of administrative duties. Supports one or more members of management and/or staff in a business or functional unit. Work generally requires knowledge of company and/or business/functional practices, policies, programs and/or product line. Resolves routine and non-routine inquiries. Administrative responsibilities include calendaring, document preparation and management, correspondence, travel arrangements, and meeting/travel coordination. Maintains confidentiality.

Qualifications

• Strong verbal and written communication skills
• Strong organizational skills
• Ability to take initiative and to work independently
• Ability to prioritize and manage concurrent tasks with interruptions, ability to meet deadlines and respond to many emails, in person and phone requests in a timely fashion
• Ability to work effectively without supervision and as a part of a team, individually or while taking directions from others
• Ability to work effectively with multiple constituencies, required
• Ability to establish good working relationships with people of different backgrounds
• Ability to handle multiple concurrent tasks in a competent and professional manner while also meeting deadlines
• Ability to maintain confidentiality/discretion related to students, faculty and staff, at all times
• Ability to work under pressure and to handle stress situations with multiple competing deadlines
• Ability to multi-task and have attention to detail
• Critical thinking, problem solving, and decision-making skills

Education

Bachelor's Degree

Notes

8:00 AM - 5:00 PM

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