An Office or Administrative Assistant performs administrative work in an office. Works in a wide variety of office settings, such as a company or business, or a government office or school. Manages paper and electronic files, uses office equipment including computers, responds to phone calls and emails, routes mail and maintains calendars and schedules.
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:
Perform general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work. Prepare invoices, reports, memos, letters, financial statements, and other documents. File and retrieve 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. Ability to work independently and manage one's time. Ability to keep information organized and confidential. Basic 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. 5-7 years experience required. Experience working with executives highly preferred.
Education & Experience Required:
Years of experience: 5-7 years experience required.
Degree requirement:
High school diploma or GED required (Bachelor's Degree preferred) Top 3 Skills (Required) Microsoft Office knowledge Soft Skills (Required) Strong Communication Skills Typical task breakdown: (portion of tasks) Ordering supplies Coordinating facility maintenance & repairs Scheduling/organizing events at office Assist facility manager with management of facility Interaction with team: Will be working with several leaders based at facility and other facilities with team members at location.
Notes:
Onsite 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.
