Administrative Executive Assistant

VIVA USA Inc; Lafayette (IN); On-site; USD 42,000 - 64,000; Full time

Job summary

VIVA USA Inc. is seeking an experienced Administrative Assistant/Executive Assistant to provide high-level support to executives in an on-site role in Lafayette, IN. You will manage calendars, coordinate meetings, prepare reports, and handle confidential information with discretion.

The role requires 10+ years of experience, a high school diploma or GED, and strong Microsoft Word, Excel and PowerPoint skills, plus excellent communication and organizational abilities.

Qualifications

• High school diploma or GED required.
• 10+ years experience required.
• Experience working with executives required.

Responsibilities

• Supervise general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
• Review and approve invoices, reports, memos, letters, financial statements, and other documents.
• Review and approve corporate documents, records, and reports.
• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
• Prepare agendas and make arrangements for committee, board and other meetings.

Skills

Verbal communication

Written communication

Multi-tasking

Customer service

Interpersonal skills

Independent work

Event planning

Budgeting

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

SharePoint

Education

High School Diploma or GED

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

SharePoint

Job description

Summary:

On-Site Full Time
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:

• Supervise general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work.
• Review and approve invoices, reports, memos, letters, financial statements, and other documents.
• Review and approve corporate documents, records, and reports.
• Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.
• Prepare agendas and make arrangements for committee, board and other meetings.

Skills:

Verbal and written communication skills, multi-tasking, customer service skills and interpersonal skills.
Expert ability to work independently and manage one’s time.
Expert ability to keep information organized and confidential.
Expert ability in event planning, budgeting, etc.
Expert leadership and mentoring skills necessary to provide support and constructive performance feedback.
Previous experience with computer applications, such as Microsoft Word, Excel and PowerPoint.

Education/Experience:

High school diploma or GED required.
10+ years experience required.
Experience working with executives required.

Typical task breakdown:

Assist with Administrative work in planning tours, basic office functions such as filing, scanning, scheduling and assisting with ancillary functions of the office.
Critical thinking with scheduling & meeting needs

Work environment:

Office environment

Education & Experience Required:

• Years of experience: 10 or more years office / customer service experience
• Degree requirement: High School Diploma or GED
• 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: customer service representative, receptionist, administrative assistant, secretary

Top 3 Skills:

• Initiative & problem solving
• Organization & multi-tasking
• Customer service & hospitality

Additional Technical Skills:

Comfortable with Microsoft suite: Outlook, Word, Excel (basic data entry and spreadsheet management), PowerPoint
Strong file management / OneDrive, SharePoint
Proficient Calendar and scheduling tools
Experience with point of sales systems
Basic knowledge of audio-visual set ups for Microsoft Teams

Desired:

Quick learner with natural technical problem- solving ability.

Soft Skills:

• Highly organized / manages time effectively/ stays focused
• Strong communication skills, communications clearly and professionally
• Customer service experience: understands that service is part of the brand experience

Notes:

Monday - Friday 7:00am -3:30 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