Executive Assistant (onsite only)

Vivo US; Goodfield (IL); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Free health insurance for employees

Generous paid time off

Job summary

VIVO, a U.S.-based company, is seeking an organized Executive Assistant to support the CEO and leadership team. You will streamline day-to-day operations, manage schedules, and coordinate communications across departments to keep the office running smoothly.

You thrive when owning processes, juggling priorities, and proactively driving efficiency in a fast-paced environment. Your role will impact multiple functions and factory partnerships globally.

Qualifications

• Excellent organizational skills and meticulous attention to detail.
• Ability to work independently with minimal supervision.
• Strong written and verbal communication skills.
• Experience handling confidential information with discretion.

Responsibilities

• Serve as a key communication link with the leadership team, relaying information across departments.
• Collaborate with teams to gather and compile data for reports.
• Draft polished memos, emails, reports, and other correspondence.
• Build and maintain organized filing systems — both digital and physical.
• Represent the Executive team in phone, chat, email, and written communications.
• Run business errands and take on outside assignments as needed.
• Uphold the highest standards of confidentiality and professionalism.
• Schedule and coordinate meetings, keeping everyone in sync.

Skills

Organizational skills

Attention to detail

Independent work

Written communication

Verbal communication

Discretion/confidentiality

Multitasking

Job description

Who We Are

VIVO is a U.S.-based company on a mission to solve everyday problems that no one else is solving. From computer monitor and TV mounts to height-adjustable desks, projector screens, computer cases, and more, we design and manufacture functional products that make everyday spaces work better. We partner with factories around the world to bring high-quality, thoughtfully engineered solutions to customers everywhere — and we're just getting started.

Learn more about us at vivo-us.com.

The Opportunity

We're looking for a highly organized, detail-driven Executive Assistant to be the glue that keeps our office running smoothly. This isn't a "wait to be told what to do" role — we need someone who thrives on ownership, juggles priorities with ease, and brings a proactive, can-do energy to everything they touch. You'll work closely with our leadership team, keep our CEO supported and organized, and help drive the day-to-day operations that make VIVO operate smoothly.

If you love being the person who has it all figured out — the systems, the schedules, the follow-ups — this is your kind of role.

What You'll Do

• Serve as a key communication link with our leadership team, relaying information across departments
• Collaborate with teams to gather and compile data for reports
• Draft polished memos, emails, reports, and other correspondence
• Build and maintain organized filing systems — both digital and physical
• Represent the Executive team in phone, chat, email, and written communications
• Run business errands and take on outside assignments as needed
• Uphold the highest standards of confidentiality and professionalism
• Schedule and coordinate meetings, keeping everyone in sync

What We're Looking For

• Sharp organizational skills and an eye for detail
• Confidence working independently with minimal supervision
• Strong written and verbal communication skills
• A trustworthy, professional demeanor — you'll be handling sensitive information
• Comfort managing multiple priorities in a fast-paced environment

Why You'll Love It Here

• Free health insurance for employees
• Generous paid time off
• A fun and dynamic work culture where your contributions matter and are celebrated
• Exposure to a global business, working directly with factory partners around the world
• A growing company where initiative gets noticed