Administrative Executive Assistant

VIVA; Irving (TX); On-site; USD 35,000 - 52,000; Full time

Job summary

VIVA USA Inc in Irving, TX seeks an administrative assistant/executive assistant to provide high-level support, conduct research, handle information requests, and perform clerical tasks.

You will support multiple leaders, manage travel, expenses, and calendars, prepare invoices and reports, and maintain confidential information using Microsoft Office and related tools.

Qualifications

• High school diploma or GED required.
• 2-4 years experience required.
• College degree or equivalent experience a plus.
• Masters but likely overqualified.
• 2 year degree with 1+ years experience acceptable.
• Internships accepted as job experience.

Responsibilities

• Perform general office duties such as ordering supplies, maintaining records management systems, and basic bookkeeping.
• Prepare invoices, reports, memos, letters, financial statements, and other documents.
• File and retrieve corporate documents, records, and reports.
• Open, sort and distribute incoming correspondence, including faxes and emails.
• Prepare responses to correspondence containing routing inquiries.

Skills

Microsoft Office proficiency

Verbal and written communication

Multi-tasking

Interpersonal skills

Education

HS Diploma or GED

College degree or equivalent experience a plus

Tools

Concur

NextGen

Docusign

Job description

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:

• Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
• Prepare invoices, reports, memos, letters, financial statements, and other documents.
• File and retrieve corporate documents, records, and reports.
• Open, sort and distribute incoming correspondence, including faxes and emails.
• Prepare responses to correspondence containing routing inquiries.

Skills:

Verbal and written communication skills, multi-tasking, customer service skills and interpersonal skills.

Ability to work independently and manage one’s time.

Ability to keep information organized and confidential.

Previous experience with computer applications, such as Microsoft Word, Excel and PowerPoint.

Education/Experience:

High school diploma or GED required.

2-4 years experience required.

Typical task breakdown:

• Supporting multiple leaders to manage travel, expenses and calendars

Interaction with team:

• Help support other administrative assistants as needing

Team Structure

• Supporting multiple leaders

Work environment:

• Office environment
• Fast paced

Education & Experience Required:

• Years of experience: 2-4 years
• Degree requirement: HS Degree required, College degree or equivalent experience a plus
• Open to Masters but most likely over qualified
• Open to 2 year degree with 1+ years experience
• 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:

Top 3 Skills

• Proficiency in Microsoft applications
• Accuracy and Attention to Detail
• High Organization skills
• Effective Communication

Additional Technical Skills (Required)

• Proficiency in Microsoft Office (outlook, excel, etc)
• Experience with Concur, NextGen, Docusign a plus

Soft Skills (Required)

• Adaptability and flexibility
• Effective communication
• Problem solving
• Managing multiple priorities
• Collaboration

Notes:

7:00/8:00 – 3:30/4:00 (can be flexible with start / end times). No OT is expected.

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