Administrative Assistant

VIVA USA Inc; Chicago (IL); Hybrid; USD 45,000 - 65,000; Full time

Job summary

VIVA USA Inc is seeking an Administrative Assistant who will perform secretarial and administrative duties, including composing correspondence, handling reports, and coordinating meetings for the Divisional Sr. VP. You will manage confidential documents and support budgeting activities and billing processes.

A strong sense of initiative and the ability to work with limited supervision are essential. The role requires 3 years of experience, excellent communication, and proficiency in MS Office

Qualifications

• 3 years of administrative support experience.
• Knowledge of office procedures and equipment.
• Verbal and written communication skills.
• High degree of confidentiality
• Independent judgment and initiative
• PC proficiency to include Word, Excel, PowerPoint and Lotus Notes

Responsibilities

• Secretarial and administrative duties in the absence of the Divisional Sr. VP.
• Prepare correspondence, reports, and forms with professional appearance.
• Compile reports and charts; assist budgeting process as needed.
• Maintain confidential files and corporate records; research information on request.
• Schedule meetings; manage calendar; arrange travel; attend meetings for the VP.

Skills

Administrative support

Verbal and written communication

Confidentiality

Independent judgment

Education

High School Diploma or GED

Secretarial certificate (preferred)

Tools

Word

Excel

PowerPoint

Lotus Notes

Job description

Job Profile Summary

Under limited supervision, this position is responsible for exercising considerable discretion and independent judgment while performing secretarial, administrative and office management duties. Including composing and typing correspondence, report development, meeting coordination, maintenance of confidential documents, and screening phone calls and visitors. These duties require a thorough knowledge of divisional policies, practices and procedures to ensure the office functions efficiently. This Administrative Assistant level requires initiative and may entail decision making authority. Takes a broad perspective to problems and spots new, less obvious solutions.

Job Description

• 1. Perform secretarial and administrative duties and maintain office in absence of the Divisional Sr. VP. Expedite requests from corporate management directed to the Divisional Sr. VP and perform administrative follow up for the Divisional Sr. VP on pending matters.
• 2. Compose, type, and transcribe routine correspondence, reports, forms, and similar material in final form using a personal computer. Ensure correctly worded documents with a professional appearance at all times.
• 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 Divisional Sr. 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 for luncheons, and sending out invitations. Attend management and other meetings for the Divisional Sr. 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.

JOB REQUIREMENTS

• High School Diploma or G.E.D.
• 3 years of administrative support experience.
• Knowledge of office procedures and equipment.
• Verbal and written communication skills, including punctuation, composition, sentence structure, etc.
• High degree of confidentiality
• Independent judgment and initiative and act with authority as needed.
• PC proficiency to include Word, Excel, PowerPoint and Lotus Notes
• exercising confidentiality, tact and diplomacy

PREFERRED JOB REQUIREMENTS

• Secretarial certificate from accredited secretarial school.
• Referral preference given to applicants able to take and meet testing criteria.

Required Qualification(s)

• 3 years of administrative support experience.
• Knowledge of office procedures and equipment.

Preferred Qualification(s)

• Experience working at a large employer and supporting multiple leaders; including calendar maintanence

Notes

3 days onsite and 2 days remote

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