Factory Administrative Assistant

VIVA USA Inc; Moline (IL); On-site; USD 38,000 - 52,000; Full time

Job summary

VIVA USA Inc is hiring a Factory Administrative Assistant in Moline, IL to support department managers with calendar management, travel coordination, and meeting logistics on site from day one. The role requires strong Microsoft Office skills, excellent communication, and a proactive, detail-oriented approach to handling confidential information and project data.

You will liaise with multiple departments, help organize events, and assist in maintaining accurate records and reports to support

Qualifications

• Strong Microsoft Office suite skills and office administration experience.
• Excellent written and verbal communication with relationship-building ability.
• Proven planning, organizing, and scheduling capabilities.
• High attention to detail and accuracy in data handling.
• Ability to maintain confidentiality and handle sensitive information.
• Self-directed, motivated, and able to work with minimal supervision.

Responsibilities

• Schedule meetings, coordinate travel, and maintain calendars for department managers.
• Respond to inquiries from internal/external customers and escalate issues when needed.
• Prepare reports by gathering and summarizing data from multiple sources.
• Update databases and files to ensure current information is available.
• Greet visitors and route calls to appropriate divisions and teams.
• Support supervisor and teams to improve workplace processes and events.

Skills

Microsoft Office

Communication

Planning & Scheduling

Attention to detail

Confidentiality

Self-motivated

Education

Postsecondary Education

Job description

Required onsite from day 1

Factory Administrative Assistant

Responsibilities

• Schedules meetings, coordinates travel arrangements, and maintains appointment calendars on behalf of department managers or supervisors; may coordinate meeting amenities (i.e. refreshments, etc.).
• Researches, resolves and responds to inquiries/concerns from internal and/or external customers. Escalates complex issues for resolution as appropriate.
• Gathers, creates, maintains and/or summarizes potentially sensitive or confidential data from various sources to complete reports and special projects and/or provide timely information to various customers. Distributes information as appropriate to department members or internal/external customers. May perform analysis of data and resolve discrepancies following prescribed procedures.
• Updates and maintains databases, systems applications or files to ensure accurate and current information is available for use by others. May develop and maintain more complex web sites with the assistance of basic web-publishing software applications.
• Receives and refers visitors and telephone callers within the department, which may require referring calls to different divisions, countries, or companies in multiple languages.
• May organize/maintain records of Supervisor's or others' projects and correspondence, following up on pending items; may facilitate/organize workflow through the supervisor's office, ensuring follow-up items are addressed.
• May create and maintain sensitive department records; uses data to prepare letters and memoranda at the direction of the supervisor or for supervisor's signature and prepares documents for distribution.
• Conveys supervisor's instructions and requirements to others, and exchanges information with senior managers on the supervisor's behalf.
• Participate and/or lead teams that focus on improving the workplace and employee experience. Plans and coordinates events, meals, and recognition
• Ability to work with and provide indirect work direction to supporting on-site contractors (facilities services, food service, etc.)

Required Skills

• Strong Microsoft Office skills
• Strong communication & relationship building skills
• Planning, organizing, and scheduling skills
• Attention to detail
• Ability to keep information confidential
• Driven, self-directed, and motivated

Preferred but not Required

• Postsecondary Education
• 3 to 5 Years of Professional Experience

Notes

• Hours of Work: Between 7AM-4:30PM Mon-Fri

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