Executive Assistant

VIVA USA Inc; Chicago (IL); Hybrid; USD 42,000 - 70,000; Full time

Job summary

VIVA USA Inc in Chicago is seeking an experienced administrative professional to support the Divisional Sr. VP with a wide range of secretarial duties in a hybrid onsite/remote environment.

Responsibilities include preparing documents, handling confidential information, coordinating meetings, travel, budgeting help, and liaison with corporate management. The role offers contract terms with potential conversion to full-time.

Qualifications

• High School Diploma or GED required.
• 3 years of administrative support experience.
• Strong verbal and written communication.
• Maintains confidentiality with discretion and diplomacy.
• PC proficiency with Word, Excel, PowerPoint and Lotus Notes.

Responsibilities

• Provide secretarial and administrative support to the Divisional Sr. VP.
• Prepare routine correspondence and reports with professional formatting.
• Conduct data collection for reports and assist budgeting processes.
• Maintain confidential files and corporate records.
• Manage calendars, travel arrangements, and meeting planning.
• Screen calls and visitors; route inquiries appropriately.
• Ensure HIPAA and corporate policy compliance; protect confidential information.
• Assist with special projects and office process improvements.

Skills

Communication skills

Confidentiality

Independent judgment

Professional communication

Education

High School Diploma or GED

Secretarial certificate (preferred)

Tools

Word

Excel

PowerPoint

Lotus Notes

Job description

3 days onsite and 2 days remote

Will support the DSVP IT Delivery and Chief Technology and IS Officer

ESSENTIAL FUNCTIONS:

• Performs varied secretarial and administrative duties exercising considerable discretion and independent judgment including or comparable to most of the following:
• 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.
• 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.
• 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.
• 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.
• Maintain office controls to ensure the timely submission of correspondence and reports. Consolidate reports when appropriate.
• Research and resolve inquiries related to the function of the division.
• Process payment for invoices and maintains departmental billing, budget, and payment data.
• Participate in the budget process as requested, i.e. review budget reports, monitor variances, enter data in budget system, etc.
• 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.
• 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.
• 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.
• 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.
• Maintain a thorough knowledge of the organizational structure.
• May lead other administrative assistants within the division.
• Communicate and interact effectively and professionally with co-workers, management, customers, etc.
• Comply with HIPAA, Diversity Principles, Corporate Integrity, Compliance Program policies and other applicable corporate and departmental policies.
• Maintain complete confidentiality of company business.
• 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.

Notes:

3 days onsite and 2 days remote

This is a contract role with the possibility of conversion to full-time based on business needs and performance

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