Administrative Assistant

VIVA USA Inc; Youngwood (Westmoreland County); On-site; USD 42,000 - 54,000; Full time

Job summary

VIVA USA Inc is seeking an Assoc Admin Assistant - Level 2 to manage daily sales administrative tasks and provide confidential support across departments. The role requires strong Excel/Word/PowerPoint skills and the ability to learn multiple IT applications while maintaining accuracy under pressure.

Responsibilities include calendar management, event planning, and generating market reports with pivot tables, while upholding high integrity in handling sensitive information and collaborating with

Qualifications

• 2+ years’ experience Admin Support Consumer Goods Company
• Bachelor Degree preferred
• Detailed knowledge of Microsoft Word, PowerPoint, Excel
• Ability to learn multiple IT applications
• Experience in prioritizing work and multi-tasking with urgency
• Outstanding organizational and follow‑up skills with discretion
• Excellent written and verbal communication skills
• Creative thinking and problem solving
• Attention to detail
• Respects and values differences, integrity and fairness

Responsibilities

• Manage day to day sales administrative accountabilities
• Handle location end of day settlement/cashiering paperwork
• Manage location free-goods and employee sales
• Provide dedicated admin support in a confidential and organized manner
• Maintain calendars and schedule meetings
• Manage location equipment
• Monitor email and phone; respond or coordinate issues
• Create customized market reports using pivot tables/advanced formulas/macros
• Plan and organize sales department events
• Work on special projects as needed

Skills

Administrative support

Communication skills

Multi-tasking

Organizational skills

Discretion with sensitive information

Problem solving

Team player

Calm under pressure

Time management

Education

Bachelor Degree preferred

Tools

Microsoft Word

Microsoft PowerPoint

Microsoft Excel

Pivot tables

Advanced formulas

Macros

Kronos/SAP Masterfiles

Respond & Recover

Job description

Assoc Admin Assistant - Level 2

ACOUNTABILITY:

Position is to manage day to day sales administrative accountabilities plus dedicated areas of expertise.

TECHNICAL SKILLS?

• Settlement/Cashiering location end of day driver paperwork
• Manage location free-goods and employee sales
• Provide dedicated administrative support in a professional, confidential and organized manner
• Maintain calendars and schedule both on and off-site meetings
• Manage Location Equipment
• Monitor email and phone calls; proactively respond to and/or coordinate issues when possible
• Execute and maintain required control & compliance requirements
• Ability to learn multiple role processes for coverage
• Organize/maintain department files, both electronic and hard copy
• Daily interaction will all Functional Teams
• Maintain high level of integrity and professionalism in handling confidential material on a daily basis
• Ability to work proficiently and calmly under pressure situations
• Administer specific applications/time bound processes to include specific SME tasks (AP, CETS, CTS, ESC, ERT, FFP, Kronos/SAP Masterfiles, Respond & Recover) in an accurate and timely manner
• Capable of creating customized actionable market reports using pivot tables, advanced formulas or macros
• Planning and organization of sales department events
• Work on special projects as necessary and other assigned duties as needed.

LEADERSHIP BEHAVIORS?

• Demonstrate tact, highest integrity, maturity, professionalism, and respect for others, both internally (Functional Teams) and externally
• Must be strong team player and assist other department staff when necessary
• Willingness to learn and take on projects
• Ability to handle multiple changing priorities simultaneously in sometimes challenging situations and keeping management involved as needed

QUALIFICATIONS / REQUIREMENTS

OPTIMAL? PRIOR EXPERIENCE?

• 2+ years’ experience Admin Support Consumer Goods Company
• Bachelor Degree preferred
• Detailed knowledge and experience in Microsoft Word, Power Point, Excel
• Ability to become proficient in multiple IT applications
• Experience in prioritizing work and multi-tasking – Strong sense of urgency
• Outstanding organizational and follow-up skills – Discretion with sensitive information
• Excellent written and verbal communication skills
• Requires creative thinking and problem-solving skills
• Attention to detail
• Respects & values differences, acts with integrity, and operates with justice

Notes:
Monday-Friday, 8AM-5PM

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