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:
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
:
- Monthly dealer reporting, Executive reporting (annually and as requested)
- Monthly budget report, expense book report – will need to keep budget balanced and provide recommendations/guidance on budget items
- Regular meeting, travel, and events arrangement
Interaction with team
:
- Admin will have daily 10-20 client employees in the office and would have some virtual interaction with other district employees who are based across the district region.
- Work director travels most of the time, so resource will need to be able to work very independently and proactively.
Team Structure
- Reports to Distribution Director
Work environment
:
Education &
Experience Required:
- Years of experience: +10 years of experience as admin assistant working with senior leaders and executives
- Degree requirement: High School Diploma or GED
- Do you accept internships as job experience: Yes
Top 3 Skills
- Very strong written and oral communication.
- Self-driven/able to work independently.
- Organized/able to multitask
Additional Technical Skills
(Required)
- Microsoft suite of applications (proof of proficiency required)
- Strength with Excel (proof of proficiency required)
- Financial and business acumen
(Desired)
- Experience with PowerBI
- Adobe Acrobat
Soft Skills
(Required)
- Flexibility (mostly working core hours, but occasional needs arise during off hours)
- Interpersonal skills
- Ability to maintain confidentiality
- Demonstrate initiative and positive attitude
Disqualifiers/Red Flags
:
- Lack of attendance/punctuality
- Lack of flexibility
Notes:
Potential Travel 0-25%
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
